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Outlook Tip#3 Assigning Rules

21 January 2008 No Comment

Generally, most teachers will have everything that comes via email go right into their inbox folder, which isn’t the best idea when it comes to organization. It would be like having a giant box and having all of your paperwork tossed into it without paperclips, folders, etc…  It doesn’t have to be this way with email.

The fact is that Outlook, as do most email clients, has solutions for organizing your digital correspondance. Most of these solutions can be found in their Rules section.

A rule is simply a way of telling Outlook how to handle an email when it comes in. Some examples of rules include:

  • sorting mail by contact or keyword and having it placed in a specified folder
  • printing  certain emails automatically
  • block email by keyword or sender
  • Remove spam

Here is how to do it.

  1. Click on Tools in the Outlook toolbar
  2. Select Rules and Alerts
  3. Select New Rule
  4. Select whether you want to make your rule based on sender, keyword, or one of the many other setting available, then hit Next.
  5. Select the condition. You can select multiple choices.
  6. Define the condition. In the bottom box you will notice that the conditions you chose are now appearing like links. These can now be clicked to specify what you want. Hit Next when you are done.
  7. Select your action. Here you can decide what happens to the email. Send it to a folder, delete it, or print it automatically.
  8. Your final step is deciding if there is an exception. Place a check mark next to any exceptions, then click next.
  9. You now have the option of turning the rule on, or deciding whether to use it on email that is already in your inbox. Click Finish.
  10. You will now return to the Rules menu screen. Return here if you ever want to stop a rule by unchecking the box next to it. Click Apply.

That’s it. There are a lot of options to choose from. The best way to learn more is to just jump in and get your hands dirty. If you don’t like how a rule works you can always delete it by returning to the rules menu.

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