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Add a rule to the Rules Wizard
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Edit a rule
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Delete a rule
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Create an automatic reply rule
ADDING A RULE TO THE RULES WIZARD
Discussion
In order for the Rules Wizard to manage incoming messages, you must create rules that identify which messages you want to process and what actions you want to apply to them. You access the Rules Wizard via the Rules and Alerts dialog box.
The Rule and Alerts dialog box
The Rules Wizard contains five steps in which you define the conditions that a message must meet before any action can be taken on it. As you proceed through the Rules Wizard, you define the general conditions and exceptions and enter the specific values the rule will evaluate.
In Step 1, you select the type of rule you want to create. You can select one of the ready-made
rules (templates) under the Stay Organized or Stay Up to Date headings, eg. Move messages
from someone to a folder or, if none of the preset rules meet what your requirements, you can
select from under Start from a blank rule, and set up your own custom rule by selecting
Step 2 on the first page of the Wizard only applies if you are using a template. See procedures below.
In the next step, you define a condition based on criteria such as the sender of the message, the recipient, the subject of the message, or the message body, etc. For example, you could
define the conditions of a message as any message sent to you from John Smith that includes
the text project in the Subject field.
In the following step, after you have defined the conditions, you can designate the action you want taken on all messages meeting that criteria. You can create alerts for messages, as well as move, copy, delete, forward, or reply to messages. You can choose from other available actions as well define a custom action you want to take on messages.
The next step allows you to enter exceptions to the rule. For example, if you tick: Except if
my name is in the CC box, the rule will not be applied if the message has been copied to you only.
In the final step, you name the rule and indicate if you want to Run this rule now on
messages already in <current folder> and/or Turn on this rule. “Turn on this rule” means
that it will apply to all new messages that you receive. The option to Turn on this rule is
selected by default.
Tip
You can use the Back and Next commands to move through the steps in the Rules Wizard.Tip
If you specify multiple conditions (such as a From condition and a
Sent to condition), messages must meet each condition for the action
to be taken. If you specify more than one value in a condition (such as two names in the From field), you are creating an OR condition; messages can meet either value in order to fulfil the condition. Multiple values in a condition (such as two categories) must be separated by semicolons (;).
Procedures
1. Select the File tab. 2. Select Info at the left.
3. Click the ManageRules and Alert command.
4. Click New Rule… .
5. Select a template under the Stay Organized or Stay Up to Date headings or, Apply
rule on messages I receive or Apply rule on messages I send under Start from a Blank Rule.
6. If you have selected creating a rule using a template, click the blue, underlined
words in the box under Step 2: Edit the rule description (click an underlined
value) and add additional information. For example, if you are using the Move messages from someone to a folder template, you will need to “tell” the Wizard who the “someone” is and which folder you want to move the messages to. If starting with a blank rule, ignore Step 2 of the Wizard.
NB. Most conditions require you to provide additional information by clicking the
blue, underlined words in the box under Step 2: Edit the rule description (click an
underlined value). 9. Click Next.
10. If creating a rule using a template, select, if necessary, any additional action(s) that
you wish the rule to perform. If starting with a blank rule, add an action (or actions) for the rule.
11. NB. Most actions require you to provide additional information by clicking the
blue, underlined words in the box under Step 2: Edit the rule description (click an
underlined value). 12. Click Next.
13. Select any exceptions to the conditions given earlier.
14. NB. Most exceptions require you to provide additional information by clicking the
blue, underlined words in the box under Step 2: Edit the rule description (click an
underlined value). 15. Click Next.
16. Give the rule a name.
17. If required, tick the Run this rule nowon messages already in <current folder>
check box.
18. Click Finish to close the Rules Wizard.
19. Click OK to confirm the client-only message, if necessary.
20. Click OK to close the Rules and Alerts dialog box.
EDITING A RULE
Discussion
You can add, remove or change the values for either the conditions, actions or exceptions of
any existing rule in the Rules and Alerts dialog box. You make these changes by clicking the
Change Rule ▼ drop-down button and editing the rule settings. This open the Rules Wizard
where you can tick or untick conditions, actions or exceptions and/or click the underlined
text in the Step 2: Edit the rule description (click an underlined value) box to enter
replacement values.
Additionally, you can use the Rules and Alerts dialog box to make a copy of a rule, rename a
rule, or delete a rule. When you copy a rule, you rename it and then edit its settings.
Procedures
1. Select the File tab. 2. Select Info at the left.
3. Click the ManageRules and Alert command.
4. Select the rule you want to edit from the Rule (applied in the order shown) list
box.
5. Click the Change Rule▼ drop-down button.
7. Tick or untick additional conditions in the Step1: Select condition(s) box.
8. If necessary, click the underlined value(s) that you want to change under Step 2:
Edit the rule description (click an underlined value). 9. Click Next.
10. Tick or untick additional actions in the Step1: Select action(s) box.
11. If necessary, click the underlined value(s) that you want to change under Step 2:
Edit the rule description (click an underlined value). 12. Click Next.
13. Tick or untick additional exceptions in the Step1: Select exceptions(s) (if
necessary) box.
14. If necessary, click the underlined value(s) that you want to change under Step 2:
Edit the rule description (click an underlined value). 15. Click Next.
16. Rename the rule if you wish.
17. If required, tick the Run this rule now on messages already in <current folder>
check box. 18. Click Finish.
19. Select OK to close the Rules and Alerts dialog box.
Tip
You can also add actions to an existing rule by selecting it in the
Rules list, clicking the Change Rule drop-down arrow and selecting
actions from the lower half of the menu, eg. Play a sound….
DELETING A RULE
Discussion
You can delete rules you no longer use or that no longer apply to your messages. Outlook prompts you to verify a deletion before the rule is actually deleted.
Once a rule has been deleted, it cannot be recovered. You can, however, recreate it at any time.
Procedures
1. Select the File tab. 2. Select Info at the left.
3. Click the ManageRules and Alert command.
4. Select the rule you want to edit from the Rule (applied in the order shown) list
box.
5. Click Delete .
6. Click Yes on the warning message.
7. Click OK to close the Rules and Alerts dialog box.
CREATING AN AUTOMATIC REPLY RULE
Discussion
The Microsoft Outlook 2010 Level 1 course describes using Automatic Replies (Out of
Office) to create replies to messages received while you are unable to respond to them. You can combine Automatic Replies with rules to handle messages for you while you are unable to respond to them personally. For example, you can set up a rule while you are on holiday to forward messages received from a specific person to a colleague of yours.
Automatic Replies Rules dialog boxes
Automatic reply rules take precedent over any other rules that normally apply to your messages, and which have been created as described in the previous topics of this lesson. Automatic reply rules only apply while you have Automated Replies activated.
Procedures
1. Select the File tab. 2. Click Info.
3. Click the Automatic Replies (Out of Office) button.
4. In the lower left corner of the dialog box, click the Rules… button .
5. Click Add Rules….
6. Under When a message arrives that meets the following conditions: specify the
conditions of the rule that the message must meet for the action to occur.
7. To specify more conditions, click Advanced, select the options you want, and then
click OK.
8. To specify that this rule must be the last one applied, select the Do not process
subsequent rules check box.
9. Under Perform these actions: select the options you want. You can select more
than one option. 10. Click OK. 11. Click OK.
NB. If a rule deletes a message, any following rules that may have applied to that
message are ignored.
USING QUICK STEPS
Discussion
Quick Steps apply multiple actions at the same time to email messages. This helps you quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager or peers, a one-click Quick Step can simplify the task.
Outlook contains six built-in Quick Steps. When you use some of these for the first time, you are prompted to configure them. For example, if you want a Quick Step to move messages to a certain folder, you must specify the folder before you can use the Quick Step.
Default Quick Steps in Outlook 2010 include the following:
Quick Step Action Description
Move to: Moves the selected message to a mail folder that you specify
and marks the message as read.
To Manager Forwards the message to your manager. If your organization
uses Microsoft Exchange Server, your manager's name is detected in the Global Address List and inserted in the "To" box, or you can specify the recipient.
Team E-mail Forwards the message to others in your team. If your
organization uses Microsoft Exchange Server, your team members names are detected in the Global Address List and inserted in the "To" box
Done Moves the message to a specified mail folder, marks the
message complete, and then marks it as read.
Reply & Delete Opens a reply to the selected message, and then deletes the
original message
Create New Create your own Quick Step to execute any sequence of
commands, name it, and then apply an icon to help you identify it
Procedure
Configure a built-in Quick Step for the first time
1. View the Mail folders.
2. Select the Home tab.
3. Click the More arrow at the side of the Quick Steps gallery, and then click
Manage Quick Steps .
4. Select the Quick Step that you want to change, and then click Edit.
6. Under Actions, change or add the actions that you want this Quick Step to do.
7. If you wish, click into the Shortcut key: drop-down list and select a keyboard
shortcut that you want to assign to that Quick Step.
8. If you want to change the explanatory text that appears when you hold the mouse
pointer over the Quick Tip command, click in the Tooltip text: box and replace the
current text with your own.
9. If you want to change the icon for a Quick Step, click the icon at the left of the
Name: box, select a new image, and then click OK.
10. Click Save when finished.
3. Click the More arrow at the side of the Quick Steps gallery, and then click New Quick Step.
4. Click an action type from the list or click Custom.
5. In the Name box, type a name for the new Quick Step.
6. Under Actions, choose and/or elaborate on the action that you want the Quick
Step to perform.
7. Click Add Action for any additional actions, if available.
8. Click the Options button in the bottom left of the dialog box, if
available.
9. If you wish, click into the Shortcut key: drop-down list and select a keyboard
shortcut that you want to assign to that Quick Step.
10. If you want to change the explanatory text that appears when you hold the mouse
pointer over the Quick Tip command, click in the Tooltip text: box and replace the
current text with your own.
11. If you want to change the icon for the Quick Step, click the icon at the left of the
Name: box, select a new image, and then click OK.
12. Click Save when finished.
New Quick Steps appear at the top of the gallery on the Home tab in the Quick Steps group.
Although changed Quick Steps keep the same location in the gallery, you can rearrange them in Manage Quick Steps dialog box. You can also edit, duplicate, delete and reset Quick steps in the Manage Quick Steps dialog box.