Outlook 2016 Rules and Quick Steps

Outlook 2016

Lesson 1 – Working with Rules



P ROCEDURES

1. Click the Rules button

on the Home tab.

2. Select the Manage Rules and Alerts… command.

3. Select the Manage Alerts tab.

4. Select the New Alert button.

5. Type the web address or expand a sources category and select an alert source.

6. Select Open .

7. Create the desired alert and close your browser window.

8. Select OK

to close the Rules and Alerts dialog box.

U SING THE O UT OF O FFICE A SSISTANT  D ISCUSSION

Use the Out of Office Assistant to create an AutoReply. An AutoReply is a message that is sent automatically to any user who sends you a message while you are out of the office. Create your own custom message. For instance, you can notify recipients when you will be back and who to get in touch with if the matter cannot wait until your return.

Set a schedule for the Out of Office Assistant to switch itself on and off. Set a date and time for when you will be away from the office and a date and time when you will be returning. You can also create separate autoreplies for people within and outside of your organization.

In addition to adding a message to an AutoReply, create rules that work in conjunction with AutoReply to manage your incoming messages in your absence. The Out of Office Assistant rules designate actions to take on messages that meet specific conditions. Define conditions based on the message sender, the recipient, the message subject, or text in the message body. For example, you may want all messages marked urgent forwarded to a co-worker in your absence.

After the rules are created, reorder, edit, and delete them. You may want to edit an existing rule to change the conditions a message must meet before an action can be taken. That way you can reuse a rule rather than create new ones. 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 deleted

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