Outlook 2016 Intermediate/Advanced

Lesson – Working with Rules

Outlook 2016

C REATING A R ULE USING THE R ULES W IZARD  D ISCUSSION

Use the Rules Wizard to create rules to manage your e-mail. For Outlook to manage incoming messages, you must create rules that identify which messages you want to process and the actions you want to apply to them.

The Rules Wizard contains separate pages for the five steps in which you define the conditions that a message must meet before taking any action. As you proceed through the Rules Wizard , you define the general conditions and exceptions, as well as enter the specific values the rule evaluates.

In the first step, select the type of rule you want to create, either from a template or from a blank rule. For example, select a rule to automatically identify all new messages from a specific sender and move those messages into a certain folder. If none of the preset rules accomplish your objective, define your own rule.

The choices provided by the wizard depend on how you have decided to create your rule. For example, if you are creating your rule from a blank rule, you have the option to check messages when they arrive or check messages after sending.

In the second step, you define a condition based on criteria such as the message sender, the recipient, the message subject, or the message body. For example, you can define the message conditions as any message sent to you from John Smith that includes the text company picnic in the Subject field.

In the third step, after defining the conditions, designate the action you want to take on all messages meeting the criteria. Create alerts for messages, assign them to a specific category, as well as move, copy, delete, forward, or reply to messages. Choose from other available actions as well as define a custom action you want to take on messages.

The fourth step allows you to enter the exceptions to the rule. For example, if the message body contains the words HealthTime Corporation , the rule is not applied.

In the fifth step, name the rule and indicate if you want to activate it. The option to enable the rule is immediately selected by default.

Page 130

OFFICEPRO, Inc.