Creating and Using Rules

Most of us don't want more rules in our lives, but in Outlook rules are used manage the flow of e-mails that hit your Inbox. For example, a rule can be set to look for a specific word or words in the subject line and then move those e-mails to a different folder. This is a common, basic rule, but you can create many different types of rules to manage your e-mails.

Rules have two basic components: condition and action.

• Condition - the condition is what Outlook is looking for (e.g. word in the subject or body, from a specific person, or marked as high importance).
• Action - the action is what Outlook does with the e-mail if the condition is true (e.g. move it to a different folder, categorize it, mark it as high importance).

Rules are essentially an if/then statement; if something is true (condition), then perform some action (action).

Rules can also include an exception, which will ignore the action if the exception is true. For example, you can create a rule to look for all e-mails with "Outlook" in the subject line (condition) and move them to the Outlook folder (action) except if it's from Randy Nordell (exception). Exceptions are not commonly used in rules.

Create a Rule

Start from a blank rule

Outlook provides you with a Rules Wizard to help you set up the condition, action, and exception of a rule.

Add an action to the rule

Name and run the rule

1. Click the Mail button in the Navigation pane.
2. Click the Rules button [Home tab, Move group].
3. Select Manage Rules & Alerts to open  the Rules and Alerts dialog box.
4. Click New Rule to open the Rules Wizard.
5. Select Apply rule on message I receive in the Start from a blank rule area.
6. Click Next.
7. Select a condition check box.
   * Any condition that has a hyperlink needs more information.
   * Click the hyperlink in the Step 2: Edit the rule description area and provide the details needed.
8. Click Next.
9. Select an action check box.
   * Any action that has a hyperlink needs more information.
   * Click the hyperlink in the Step 2: Edit the rule description area and provide the details needed.
10. Click Next.
11. Select an exception check box if you want an exception; if not, click Next.
    
    
    
    
    
    
12. To finish your rule, click in the Step 1 area and rename your rule (optional; Outlook will provide a name for your rule).
13. In the Step 2 area, check the Run this rule now on messages already in the "Inbox" check box.
14. By default the Turn on this rule check box will be selected.
15. Always read your rule before you finish creating it to make sure it is correct.
16. Click Finish.

And that's it. Your rule will now run on all e-mails that you receive. The action of the rule will be applied to all e-mails that meet the condition.

Manage Rules

Once rules are created, you can manage your rules in the Rules and Alerts dialog box [Rules button, Manage Rules & Alerts].

• New Rule - Click the New Rule button to open the Rules Wizard dialog box.
• Edit Rule - Select the rule in and click the Change Rule button and select an option from the drop-down list.
• Copy Rule - You can copy an existing rule and modify it to create a new rule.
• Delete - Select the rule to delete and click Delete.
• Reorder Rules - Rules are performed in the order listed in the Rules and Alerts dialog box. You can reorder rules by selecting a rule and clicking on the up or down arrow.
• Run Rules Now - When you modify an existing rule, it is a good idea to run the rule on e-mails in your Inbox and subordinate folders. Click the Run Rules Now button to open Run Rules Now dialog box. Select the rules to run and the folders on which to run the rules.
• Turn Rules On/Off - Click the check box to the left of the rule to turn it on or off.

Manage Rules and Alerts

Final Thoughts About Rules

• Keep Rules Simple - It's more effective to have a few simple rules rather than one complex rule. Try to limit your rules to no more than one or two actions and conditions. Add exceptions only when necessary.
• Start with a Blank Rule - Outlook provides you with rule templates at the top of the first page of the Rules Wizard. These rule templates tend to be more confusing and troublesome than starting with a blank rule and selecting your own condition and actions.
• Read Your Rules - If a rule doesn't make sense to you, it won't make sense to Outlook and will probably not work correctly.
• Is the Rule Working? - Check your Inbox and subordinate folders to ensure that the rule is performing the action on the e-mails that meet the condition of the rule. If it isn't working properly, edit the rule.

Once you start creating and using rules, the more uses you'll find for new rules. Now go and create some rules.

Until next month...

Randy