How to use OutLook Rules

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Outlook Rules is like have an email admin assistant! So use them!

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How to use OutLook Rules

  1. 1. OUTLOOK RULES
  2. 2. WHAT IS A RULE? <ul><li>How rules help you manage messages </li></ul><ul><li>A rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that have been read, only on those that are unread. </li></ul><ul><li>  Rules fall into one of two general categories: organization and notification. The Rules and Alerts Wizard contains templates for the most commonly used rules. </li></ul>
  3. 3. LET’S MAKE A RULE
  4. 4. TOOLS – RULES & ALERTS
  5. 5. CHOOSE – NEW RULE
  6. 6. START A NEW RULE HERE
  7. 7. IDENTIFY THE EMAIL YOU WANT TO RUN THE RULE ON
  8. 8. CLICK ON THE BLUE LINKS TO ASSIGN THEM ITEMS
  9. 9. WHEN YOU CLICK A BLUE ITEM, A BOX WILL LET YOU BROWSE TO YOUR SPECIFIC CHOICE
  10. 10. YOU CAN ASSIGN MORE SET OF “WORDS” TO WATCH FOR BY CLICKING ADD
  11. 11. YOU WILL SEE YOUR WORD CHOICES APPEAR BELOW
  12. 12. CONFIRM YOUR CHOICES THEN HIT NEXT
  13. 13. NOW YOU DECIDE WHAT TO DO WITH THE MESSAGE YOU IDENTIFIED IN YOUR LAST RULE SET
  14. 14. CLICK YOUR BLUE ITEMS AGAIN TO ASSIGN THEM AND CLICK NEXT
  15. 15. ARE THERE ANY EXCEPTIONS TO YOUR RULE? DEFINE THEM HERE!
  16. 16. NAME YOUR RULE, & CHOOSE HOW AND WHEN TO RUN IT – THEN FINISH!
  17. 17. HERE IS WHERE YOU WILL SEE YOUR NEW RULE, YOU CAN CHANGE IT FROM HERE, OR DELETE IT
  18. 18. GOT AN EMAIL YOU GET A LOT OF, YOU CAN RUN A RULE RIGHT FROM THE MESSAGE!
  19. 19. COLORS LOOK PRETTY & THEY CAN KEEP YOU ORGANIZED…
  20. 20. CHOOSE TO ORGANIZE USING COLOR!
  21. 21. CHOOSE YOUR ELEMENTS AND COLORS AND APPLY! SEE INSTANT RESULTS!
  22. 22. ORGANIZE IN MORE WAYS! CHOOSE AUTOMATIC FORMATTING:
  23. 23. CHOOSE ADD, THEN NAME YOUR FORMAT ITEM AND CHOOSE FONT
  24. 24. ASSIGN YOUR FONT FOR THIS ITEM ANY WAY YOU WANT! CHOOSE OK!
  25. 25. CHOOSE CONDITION FROM THE MENU, THEN ASSIGN WHAT TO FORMAT WITH THE NEW STYLE.
  26. 26. YOU CAN SEE THE DIFFERENCE IMMEDIATELY!
  27. 27. SORTING TO SAVE TIME!
  28. 28. SORTING BY CONVERSATION CAN BE VERY HELPFUL WHEN TRACKING BACK FOR ANSWERS.
  29. 29. FOLLOW UPS ARE A GREAT HELP! USE FLAGS TO REMIND YOURSELF OF IMPORTANT DEADLINES
  30. 30. CATEGORIES CAN HELP YOU FIND THINGS AT A GLANCE
  31. 31. ADD A REMINDER TO AN EMAIL THAT YOU HAVE TO ATTEND TO LATER.
  32. 32. KEEP YOUR FOLDERS ORGANIZED FOR FAST SEARCH
  33. 33. MAKE YOUR OWN DISTRIBUTION LISTS TO MAKE COMMON TASKS FASTER!
  34. 34. USE SHORTCUTS TO SAVE TIME! <ul><li>Email Corey for a list of useful keyboard shortcuts that may save you time. </li></ul><ul><li>Other Useful Lessons to ask me about: </li></ul><ul><ul><li>Using Macros to automate common tasks. </li></ul></ul><ul><ul><li>Using AutoText to finish your thoughts. </li></ul></ul><ul><ul><li>Managing your Tasks with Outlook </li></ul></ul><ul><ul><li>Fast & Easy Powerpoints </li></ul></ul>
  35. 35. REMEMBER TO IMPLEMENT WHAT YOU HAVE LEARNED TODAY AS SOON AS POSSIBLE.

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