outlook 2016 rules This is a topic that many people are looking for. bluevelvetrestaurant.com is a channel providing useful information about learning, life, digital marketing and online courses …. it will help you have an overview and solid multi-faceted knowledge . Today, bluevelvetrestaurant.com would like to introduce to you How to Use Outlook 2016 Rules to Organize Email. Following along are instructions in the video below:
“Back to our course on outlook 2016. In this section. We re going to look look at rules and rules are not to be confused with quick steps. Which we going to look at in the next section.
If you ve used rules in a recent version of outlook. You won t need to follow this section. I ll start with an overview of rules then we ll create a rule using one of the standard templates. We ll create a rule from scratch and finally i ll go over the main points of managing rules first of all then a quick overview of rules you can apply rules to incoming and outgoing messages and they re really a great way of saving time you can perform what are otherwise repetitive tasks automatically and a rule basically involves outlook following a set of instructions that you ve specified and these structures can include things.
Like moving a message to a particular folder or perhaps forwarding. A message to another person apart from saving time. The use of rules can reduce the chance of making errors. The examples in this section.
Are pretty straightforward ones just to get you started on the idea and obviously they apply to the email accounts that i have in the situation that i m in you ll need to adapt. These to your own situation. So let me create a new rule using a template. I ve created a new inbox.
A steve inbox. Which is part of my toby projects folder structure and any emails. I received from steve. I m going to put into that inbox and i m going to deal with those as a batch now that s probably not something i d do in reality.
But it s a pretty straightforward use of rules and it will demonstrate the main points. I ve selected my gmail accounts and now on the home tab on the ribbon in the move group. There is a rules button and if i click there i get manage rules and alerts. Now.
I m going to look at quite. A few aspects of this dialog first thing to look at is this apply changes to this folder choose which email folder. You want to apply this rule. To.
And this is going to apply to email coming into my gmail folder. And i m going to create a new rule. And this brings up the rules wizard now with this wizard as with wizards in general you ve got next buttons. And back buttons and cancel and finish.
So you basically drive your way through the wizard. Making the appropriate selections and entering whatever needs to be entered. I can start from a template or from a blank rule and on this first occasion. I m going to start from a template.
I m going to use the first template. There move messages from someone to a folder now having selected the template. I can fill in the information. I need to fill in in the lower box.
There the one that s mark s step. Two so apply this rule after the message arrives from people or public group. So i m going to say it s from steve and i m going to move it to the specified folder. Now i m going to click there and then browse to the new steve inbox.
There it is and the last thing. It says. There is actually very important and stop processing. More rules now the important thing.
There is that you may well on occasion set up rules. Where several rules need to be applied at once in succession. Say to incoming messages and it s important that all of the necessary rules are applied to a message now in this particular case. This is the only rule that i want to apply so i want to stop processing.
Once this has been done now also on this occasion. Because this is a straightforward example using a template once i ve done that i ve done everything that i need to do and i can click on finish now all i need to do is to click on ok for the rule to be in force now in outlook 2016 you get this warning quite a lot. And it s really quite a misleading warning in my experience. The rule has a condition that the server cannot process well there won t be a server processing.
This as such this is what s called a client side rule. This is running on outlook on my pc. And although you can have rules that run at the server. This would only be on an exchange server.
So the first sentence. There is really quite misleading the second part the part that begins the action stop processing. More rules will prevent all remaining server rules from being carried out well we want to stop any other remaining rules for me and carried out although again they won t be running on the server. They ll be running in outlook.
On my device are you sure. This is what you want to do yes. It is now having done that what i m going to do let me just open this up what i m going to do is to get steve to send me an email and we ll see what happens and the message that would normally have arrived in the gmail inbox has actually then been moved into the steve inbox now i m going to create a rule from scratch. And i m gonna have a rule that i apply to messages that i send so i m going to new rule.
I m going to go down to the start from a blank rule and say apply rule on messages. I send now i m going to need to go through the pages of the wizard. So first of all i specify which conditions do you want to check now the only condition that i want to check here is the category of the message and the category is going to be branding project. So this rule will be applied to messages.
I send. Which have the category branding project. 2018 applied next now select the action. The action.
I want is to move a copy to the specified folder and the specified folder is the branding project folder. Do i want to apply any exceptions no but the sort of exceptions could i have were things like i would only do that if it wasn t marked with a certain importance or a certain sensitivity or accept through a specified account on this occasion. There are no exceptions so click on next. Specify a name for this rule checkboxes do i want to run this rule now on messages already in that folder no turn on this rule.
Yes. Do i want to create this rule on all accounts. Yes. I do i want this to apply on all of my accounts click on finish click on ok get the usual warning message now i m going to create a new email message.
I m gonna send it to steve and sally. When i m sending a message one way of doing that is to click on this little launcher down here go to categories. Select branding project and then send the message and what you will find now in the branding project. 2018 folder is a copy of that message in this section.
I ve given you a rather brief introduction to rules. But hopefully you get the general idea. There s a couple of other aspects of management that i just like to quickly point out to you a lot of the management is done via this rules. And alerts.
Dialog and going back to the drop down at the top. There apply changes to this folder. If you select an account you ll see the rules that apply to that accounts on my gmail account. I now have two rules.
This the brown rule that i created first and then the branding project rule that i created second on the two other accounts. Only one of the rules. The branding project rules applies to each of them where you do have two or more rules. It s very important that they re in the correct order.
Because one at least of them will have a stop processing. And if the current conditions applied through more than one rule. Then you may need to run more than one rule. So if you need to change the order of the rules.
The order here won t matter because one of them applies to outgoing messages and ones are incoming. But to change the order of the rules you ve got a couple of arrows here. Where you can change the sequence around you ve got a facility to delete a rule. If you no longer need it to copy a rule as a starting point for another rule to change your rule that lets you go in to basically edit the rule.
And then there are options at the right here. Where you can import and export rules from for example earlier versions of outlook. So if we re all look use fall to you there s quite a good management system in place for them that s the end of this section. I ll see you in the next one hey everyone ava here thanks for watching if you re not assignment says its subscriber click down here.
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