Computer Frequently Asked Questions (FAQ) -- Creating Microsoft Outlook
Rules
In Microsoft Outlook, a
rule is a set of conditions, actions, and exceptions
that processes and organizes messages automatically and that is triggered by
an event.
Think of the relationship
between the event, condition, action, and exception this way:
-
An event triggers the rule. For example, you can select
Check messages
when they arrive as the event.
- A condition
specifies the messages that the rule will apply to. For example, you can
select sent
- or where my name is in the Cc box as conditions. You can select one
or many conditions. If you do not select any conditions, it is the same as
selecting all conditions.
- An action specifies what should be done with qualifying messages. You can
select one, many, or no actions. For example, you can select delete it
if you do not want to read messages that have the word "jokes" in the
Subject line.
- An exception specifies which messages will not be affected by the rule. You
can select, one, many, or no exceptions. A rule is not applied to a message
if any one of the exceptions you specify is met. For example, you can delete
all messages with the word "jokes" in the Subject line, except those from
your cousin (whose jokes you like). additional information regarding rules
maybe found at
microsoft.com.
Steps
1. On the tool bar, select "Tools", "Rules Wizard....." as shown
in Figure 1.
2. The Rules Wizard screen displays, click the "New" button as
shown in Figure 1.
Figure 1
3. Select the radio button "Start creating a rule from a template"
as shown in Figure 2.
4. Highlight the "Move Message based on content".
Figure 2
5. Click the link "specific words" in the Rule description box and
enter the specific words to be filtered. The Search Text window displays as
shown in Figure 3.
6. Enter the Words or phrases to search for in the subject or body
of the email. Avoid conditions and exceptions that search for words in the
message body. Unless your e-mail messages are short, this search could take
a long time. Click the "Add" button. Below are some examples of words to use
in filters.
Figure 3
- Africa
- Embassy
- Kenya
- Nigeria
- Swaziland
- US
- USD
- $USD
- Zimbabwe
7. Click the "OK" button to complete.
8. Click the link "Specified folder" as shown in Figure 4. The
"Specified folder" allows you to select an existing outlook email folder or
create a new folder for the spam messages to be stored. Spam Messages are to
be counted and the results of those counts emailed to ISSS at Security.mail.
Figure 4
Figure 5
9. To create a new subfolder under the Microsoft email folders,
Highlight the folder to as shown in Figure 5, and click the "New" button.
10. Enter the name of the new subfolder and click the "OK" button
as shown in Figure 6.
Figure 611. Select "Yes" to add the subfolder to the shortcut bar or "No".
When "No" is selected the folder appears under the "Folder List view" only
as shown in Figure 7.
Figure 7
12. The new subfolder is created, click the "OK" button to
complete.
13. Click the "Next" button to continue.
14. Click in the check box for the specific condition or
conditions you want checked. The option "with specific words in the subject
or body" as shown below will check the subject of the incoming email and the
body of the message for the specified words as shown in the Rule
description. as shown in Figure 8.
Figure 8
15. Click the "Next" button to continue.
16. Click the check box in the "move it to the specified folder"
and click the "Next" button to continue as shown in Figure 9.
Figure 9
17. Click the check box for the specified type of exception from
the list. An exception specifies which messages will not be affected by the
rule. You can select, one, many, or no exceptions. A rule is not applied to
a message if any one of the exceptions you specify is met. For example, you
can delete all messages with the word "jokes" in the Subject line, except
those from your cousin (whose jokes you like). additional information
regarding rules maybe found at
microsoft.com.
19. Enter the name of the Rule and select "Turn on this rule". If
you have emails already in your inbox to be checked.
20. Click the "Finish" button to complete creating the Rule.
21. You are returned to the "Rules Wizard" main menu, click the
"OK" button to leave the menu or click the "Run Now" button to run the rule
now.
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