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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
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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.
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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.
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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.
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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
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You will see that the Rule Description has now been updated.
This rule will now look for email from Dave. Click Next to continue.
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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.
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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.
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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.
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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
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| 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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