Outlook 2016 Intermediate/Advanced

Lesson – Working with Rules

Outlook 2016

U SING R ULES 

D ISCUSSION Rules help you work more efficiently with messages. For example, you may be working on a specific project and want all messages related to that project to go to a special folder, or you may get messages that are not of interest to you and want those messages automatically deleted. Use Rules to organize your messages and provide notification when specific messages arrive.

Create a simple rule by example, or use the Rules Wizard to create and apply more complex rules to process incoming or outgoing messages automatically. To create a new rule, start with a blank rule or modify an existing template.

All meeting and task requests are considered messages by the Rules Wizard. Therefore, you can create rules that affect meetings and tasks. The following situations, however, will affect the rules you create:

• If a rule moves a message to a non-mail folder, the appropriate scheduling may not work. For example, if a message is automatically moved to the Calendar, an appointment may not be scheduled. • If a rule moves a response to a meeting or task to the Deleted Items folder, the original item will not be able to track the response. • If a rule moves a meeting request to the Deleted Items folder, the meeting is not added to the Calendar. • A meeting or task request cannot be flagged using a rule. • Rules that apply to messages you send do not apply to task and meeting requests you send. Create multiple rules then enable and disable them as needed using the Rules and Alerts dialog box. When multiple rules are in effect, the order is very important. When you enable multiple rules, all rules are followed in the order created. The Move Up and Move Down buttons— available in the Rules and Alerts dialog box when multiple rules are present—allow you to organize the rules.

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