How to use OutLook Rules
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A rule in Outlook allows you to automatically apply actions to emails that meet specified conditions. Rules help organize incoming messages by sorting, flagging, categorizing or moving emails. The Rules and Alerts Wizard guides you through setting up rules by identifying conditions like sender or subject and assigning actions like applying a category or reminder. Implementing rules can help keep your inbox organized and save time.
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How to use OutLook Rules
- 3. LET’S MAKE A RULE
- 4. TOOLS – RULES & ALERTS
- 5. CHOOSE – NEW RULE
- 6. START A NEW RULE HERE
- 7. IDENTIFY THE EMAIL YOU WANT TO RUN THE RULE ON
- 8. CLICK ON THE BLUE LINKS TO ASSIGN THEM ITEMS
- 9. WHEN YOU CLICK A BLUE ITEM, A BOX WILL LET YOU BROWSE TO YOUR SPECIFIC CHOICE
- 10. YOU CAN ASSIGN MORE SET OF “WORDS” TO WATCH FOR BY CLICKING ADD
- 11. YOU WILL SEE YOUR WORD CHOICES APPEAR BELOW
- 12. CONFIRM YOUR CHOICES THEN HIT NEXT
- 13. NOW YOU DECIDE WHAT TO DO WITH THE MESSAGE YOU IDENTIFIED IN YOUR LAST RULE SET
- 14. CLICK YOUR BLUE ITEMS AGAIN TO ASSIGN THEM AND CLICK NEXT
- 15. ARE THERE ANY EXCEPTIONS TO YOUR RULE? DEFINE THEM HERE!
- 16. NAME YOUR RULE, & CHOOSE HOW AND WHEN TO RUN IT – THEN FINISH!
- 17. HERE IS WHERE YOU WILL SEE YOUR NEW RULE, YOU CAN CHANGE IT FROM HERE, OR DELETE IT
- 18. GOT AN EMAIL YOU GET A LOT OF, YOU CAN RUN A RULE RIGHT FROM THE MESSAGE!
- 19. COLORS LOOK PRETTY & THEY CAN KEEP YOU ORGANIZED…
- 20. CHOOSE TO ORGANIZE USING COLOR!
- 21. CHOOSE YOUR ELEMENTS AND COLORS AND APPLY! SEE INSTANT RESULTS!
- 22. ORGANIZE IN MORE WAYS! CHOOSE AUTOMATIC FORMATTING:
- 23. CHOOSE ADD, THEN NAME YOUR FORMAT ITEM AND CHOOSE FONT
- 24. ASSIGN YOUR FONT FOR THIS ITEM ANY WAY YOU WANT! CHOOSE OK!
- 25. CHOOSE CONDITION FROM THE MENU, THEN ASSIGN WHAT TO FORMAT WITH THE NEW STYLE.
- 26. YOU CAN SEE THE DIFFERENCE IMMEDIATELY!
- 27. SORTING TO SAVE TIME!
- 28. SORTING BY CONVERSATION CAN BE VERY HELPFUL WHEN TRACKING BACK FOR ANSWERS.
- 29. FOLLOW UPS ARE A GREAT HELP! USE FLAGS TO REMIND YOURSELF OF IMPORTANT DEADLINES
- 30. CATEGORIES CAN HELP YOU FIND THINGS AT A GLANCE
- 31. ADD A REMINDER TO AN EMAIL THAT YOU HAVE TO ATTEND TO LATER.
- 32. KEEP YOUR FOLDERS ORGANIZED FOR FAST SEARCH
- 33. MAKE YOUR OWN DISTRIBUTION LISTS TO MAKE COMMON TASKS FASTER!
- 35. REMEMBER TO IMPLEMENT WHAT YOU HAVE LEARNED TODAY AS SOON AS POSSIBLE.