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These instructions explain how to setup message rules in the email program, Microsoft Outlook 2000. Please note that most email clients (Outlook Express, Netscape Mail etc), have very similar built in rules. You can use these instructions to give you the basic idea for setting up Message Rules for use in any of these conventional email programs. The following is merely an example of how to setup a particular rule. Its application has a broad focus for setting up mail rules.

First, open up Outlook 2000 and on the Outlook menu bar, click on Tools and then choose Rules Wizard
You will now be on the Rules Wizard window. This screen will list any rules that already exist. Only rules that have a checkmark next to them are in effect. Click on the New button to create a new rule. 
After clicking "New" you will be asked about the type of rule you want to create. For the purposes of illustration we will create a specific rule in which we will check incoming mail to see if it was sent by a certain person - Dave.  

Click once on Check messages when they arrive (this will highlight this text blue) and then click on the Next button. 
The next screen lists a bunch of "conditions" to apply. In this example we want the rule checked that says "from people or distribution list" because we are checking to see if the message is from a certain person. You are free of course to choose whatever rules that you want to apply - depending on your situation.
When you select a Rule description, this rule description will be built at the bottom of the screen. 

Click once on "people and distribution list" under the Rule description (listed in the above screen shot). The Rule Address screen will appear (listed below) with a list of addresses from your address book. You can either choose an address from your address book or create a new address ("contact"). In this case, we are choosing Dave by clicking once on his address, clicking on the From button to add him to the rule, and then clicking OK 
You will see that the Rule Description has now been updated. This rule will now look for email from Dave. Click Next to continue. 
Now you will be asked about criteria or conditions - in this case about email that comes from Dave. In this example we want to move the message out of the Inbox to a different folder - this way any mail received from Dave will automatically be put in its OWN folder. 

Click once on "move it to the specified folder" - this will highlight this line of text blue. Next place a checkmark in the checkbox next to it. 
In the screen shot listed above you will see a "Rule Description" box with a text link to "specified" folder. Click on the word "specified". 

A window will appear (shown immediately below) which displays the list of available folders. In this case, we are going to have the email moved to the New folder under Personal Folders. Click once on New folder so that it is highlighted blue and then click OK. 
By clicking OK you have just updated the Rule Description. Any email received from Dave will now be moved to its own folder - called "new folder". Click Next to continue.

This next screen asks if there are any exceptions to the rule. This example has no exceptions, but you can see the list of exceptions available to choose from. Now click Next. 
Now you need to give the rule a name. Also notice the checkboxes for applying the rule against any email already in the Inbox and for turning the rule on (there should already be a checkmark next to "Turn on this rule"). Type a name for the rule and click Finish
The new rule is now listed with any other rules you may already have. Click OK to exit the Rules Wizard and you will be back in Outlook.


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Last Updated:
03/06/17 11:11 PM

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