In this video, staff author Jess Stratton shows users how to process messages in the Inbox with complex mail rules, and automate basic tasks by creating custom rules.
- [Instructor] Unlike Quick Steps, which are triggered manually by you, mail rules are a set of filters that act on your incoming mail automatically, based on a set of rules that you specify. Let's create a simple rule to move a newsletter into a folder called Newsletters that I've already created. I'm going to head out of Focused inbox and into the other tab. Here's my newsletter. On the Home ribbon tab, click Rules, and choose Create Rule. Because I have an email selected, above it, Outlook is giving a few suggestions what it thinks I might wanna do with them.
You can choose to use these or not. I'll click Create Rule. And at the top, we need to decide what the conditions are. For example, who the email is from or what it contains. I'll choose who it's from. Now I can choose the action. I'm going to choose to move the items into a folder. If this is the first time you've ever created a rule, a dialog box will come up to select a folder. You may have to click this pull-down to expand the inbox.
I'll select my newsletter folder and click OK. Now I can click OK again, and the rule has been created. I can place a checkmark here to run this rule now. This is a great feature, because if I have an inbox full of these newsletters, I can move them all at once. I'll click OK, and my newsletter will be moved. If this were unread, it will maintain the unread count in this folder, so you'll always know when there's something new that you need to look at.
Let's head back to the inbox and 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. Let's go back to Rules. This time, I'll select Manage Rules and Alerts. I can see the rule that I already have in here. If I wanted to remove that rule at any time, I can highlight it and click Delete, or uncheck it to stop applying the rule.
I'm going to click New Rule. This time, we can start with a template or a blank rule down at the bottom. Templates contain built-in tasks, such as moving messages. However, I'm going to start with a blank rule. I'll click to apply it on messages that I receive. I'll click Next. And now I need to choose what conditions I'm going to check. I'm going to check for specific words in the subject or body.
Here it is, so I'll place a checkmark next to it. This is a long complex list of things that you can choose from, so go over this carefully. These rules can actually solve problems you didn't even know you had. There is a long list of things that you could check all incoming messages on. We've selected specific words in the subject or body, however, so down at the bottom, I'll click the phrase Specific Words, which is highlighted in blue. Here's where I can type my words.
I'll click Add. And I could add more, but I'll click OK, and then Next. Now that we've set the conditions, it's time to choose the action. Again, go through this list. There are a lot of things that you can have a rule do for you in Outlook. I already know that I wanna assign it to a specific category, so I'll place a checkmark here. Once again, we'll go down to the bottom and click the word Category, which is in blue.
It's going to bring up my category list. I'll place a checkmark next to TechFest. I'll click OK. I'll click Next again. And here's where I could set any exceptions. For example, any odd time I might not want the rule to run. I'll click Next. I can specify a name for it. I'll leave it as Tech Fest. I'll make sure the rule is on. And I can place a checkmark here to run the rule now on messages already in the inbox.
Now I can finally click Finish. I am prompted that this rule will only run when I have this exact copy of Outlook open. I'll click OK again. And right away, all my TechFest emails are categorized for me.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.