The Ford Model T assembly line is often cited as a world-changing example of
productivity.
Outlook
rules may never have that honor but it’s a great productivity tool if tweaked
properly. Outlook’s rules can truly serve as an assembly line for all your
incoming email management tasks.
Think of rules as
traffic
cops who direct and move (email) traffic and streamline the flow. Rules are
specific sets of instructions that are applied to messages under a specific set
of conditions. Rules are applicable for messages as well as RSS feeds.
All Outlook rules broadly are of two types ““ those that deal with
organizing your emails by moving it around and those that notify you when some
action occurs.
The best things about rules are that they can be selectively applied,
applied in combination, automatically run or even run manually. Think about it,
in the absence of rules, we would have had to spend considerable time sifting
through the emails by hand one at a time.
One of the most often used application for rules are when you want to
organize emails in Outlook and move emails to a folders automatically as they
land in the inbox. The obvious benefit of shunting emails automatically is
cleanliness and organization. The rule is best suited for mails which arrive
frequently – like newsletters, email updates or feeds. Such mails are usually
kept in “˜storage’ for later reading.
So, creating personal folders for such mails are the first thing, creating a
system to automatically organize those emails into these folders is the next.
1. Setup a folder or folders
for saving the emails (e.g. Job, Family, Pals, and Newsletters etc).
2. You can create a rule
directly from a message. Right-click on the email you want to automatically
move to the special folder. Click on
Create Rule.
3.In the Create Rule box that opens up, you can select one or more
conditions and the follow through actions by checking the boxes. As shown, you
can screen the email by sender address (or distribution list), subject and/or
recipient. You can also set a sound alert or a desktop
New Item Alert
for the incoming mail. To move the email to a specific folder, checkmark
Move
the item to folder. Click on the
Select folder button to select
the folder or click on
New for a new one.
4.
Click
on OK to confirm the new rule. All emails satisfying the new rule will get
moved automatically to the folder from now. If you instantly want to run the
rule, check
Run this rule now on messages already in the current folder.
5.Further fine-tune the rule if you want by clicking on
Advanced Options.
The advanced option wizard lets you select other conditions, select a range of
actions to perform on them and select exceptions to the rules if any.
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