Learn how to process messages in the Inbox with complex mail rules, and automate basic tasks by creating custom rules.
- [Instructor] Mail rules are a set of filters that act on your incoming email automatically, based on a set of rules that you specify. I'm going to change to my other tab instead of focused. Let's create a simple mail rule to move this newsletter into a folder called newsletters that I've already created. From the home ribbon tab, click rules. Now, Outlook already gives me some suggestions, what it thinks I might wanna do with the selected email. You can use those or not. I'll click create rule instead.
Because I already have a message selected, it's going to automatically populate certain fields. I can change this rule. I'll give it a name. Now we need to decide what the conditions are when the message arrives. It's populated a lot of these. All I care about is who it's from, so I'm going to remove some of these. I'll click the minus sign to remove the conditions that I don't care about. I can click the down arrow if I wanna change any of these conditions.
There's a lot of things that you can test on, for example, the subject or body, when it was received, the size of it, whether or not it has attachments, and more. You can also choose whether it's going to match exactly, or just contain the certain phrase. Next, we have to choose the action. If I click the down arrow next to do the following, it defaults to move to folder, but there's a lot of other things that I could do, for example, delete it, or even copy it to a folder, forward to, mark as read.
Because it's move to folder, I'm going to click the down arrow, and it's already selected my newsletters folder because that's first in the list because I just created it, but I could also choose any other folder that I have. I'll make sure it's enabled, and then I'll click okay. The rule gets saved. Let's create something more complex with a mail rule. I'm going to create a new rule that assigns anything that comes in about TechFest to the TechFest category.
This way, I don't have to do it manually. I'll click rules one more time, and then edit rules. I can see the rule that I already have in here. If I wanna remove it at any time, I can uncheck it or click the minus sign down at the bottom to delete it completely, but I'll click the plus sign to create a new rule. This time, we're starting with a completely blank template. I'll give it a name, I'll call it TechFest.
Now I have to select the message criteria. I'm going to search for certain words in the subject or body field. And here's where I can type my search terms. I'll click inside, click plus, and add my text. I'll type techfest, and click okay. I can add more rules by clicking the plus sign, and now I can keep going. This way, I can get very specific criteria.
But I'll click the minus on this one, because I only want one condition. Now that we've set the conditions, it's time to choose the action. There's a lot I can do here, but I already know, I wanna choose categorize. I'll click the down arrow next to the categories, and I'll choose TechFest. I can also choose any exceptions if I want, for example, any odd time I might not want the rule to run. And now I can click okay.
My rule has been created. I'll click the X to close out of this. I do wanna save my changes, so I'll click save. And now, any time an email comes in that has the word TechFest in either the subject line or the body, will automatically get categorized to the TechFest category.
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- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.