OUTLOOK RULES

WHAT IS A RULE?

How rules help you manage messages

A rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that have been read, only on those that are unread.

Rules fall into one of two general categories: organization and notification. The Rules and Alerts Wizard contains templates for the most commonly used rules.

LET’S MAKE A RULE

TOOLS – RULES & ALERTS

CHOOSE – NEW RULE

START A NEW RULE HERE

IDENTIFY THE EMAIL YOU WANT TO RUN

THE RULE ON

CLICK ON THE BLUE LINKS TO ASSIGN THEM

ITEMS

WHEN YOU CLICK A BLUE ITEM, A BOX WILL LET YOU BROWSE

TO YOUR SPECIFIC CHOICE

YOU CAN ASSIGN MORE SET OF “WORDS” TO WATCH FOR BY

CLICKING ADD

YOU WILL SEE YOUR WORD CHOICES APPEAR BELOW

CONFIRM YOUR CHOICES THEN HIT

NEXT

NOW YOU DECIDE WHAT TO DO WITH THE MESSAGE YOU IDENTIFIED IN YOUR LAST

RULE SET

CLICK YOUR BLUE ITEMS AGAIN TO ASSIGN THEM

AND CLICK NEXT

ARE THERE ANY EXCEPTIONS TO YOUR

RULE? DEFINE THEM HERE!

NAME YOUR RULE, & CHOOSE HOW AND WHEN TO RUN IT –

THEN FINISH!

HERE IS WHERE YOU WILL SEE YOUR NEW RULE, YOU CAN CHANGE

IT FROM HERE, OR DELETE IT

GOT AN EMAIL YOU GET A LOT OF, YOU CAN RUN A RULE RIGHT FROM

THE MESSAGE!

COLORS LOOK PRETTY & THEY CAN KEEP YOU

ORGANIZED…

CHOOSE TO ORGANIZE USING COLOR!

CHOOSE YOUR ELEMENTS AND COLORS AND APPLY! SEE

INSTANT RESULTS!

ORGANIZE IN MORE WAYS! CHOOSE AUTOMATIC

FORMATTING:

CHOOSE ADD, THEN NAME YOUR FORMAT ITEM AND

CHOOSE FONT

ASSIGN YOUR FONT FOR THIS ITEM ANY WAY YOU

WANT! CHOOSE OK!

CHOOSE CONDITION FROM THE MENU, THEN ASSIGN WHAT TO FORMAT WITH

THE NEW STYLE.

YOU CAN SEE THE DIFFERENCE

IMMEDIATELY!

SORTING TO SAVE TIME!

SORTING BY CONVERSATION CAN BE VERY HELPFUL WHEN TRACKING BACK

FOR ANSWERS.

FOLLOW UPS ARE A GREAT HELP! USE FLAGS TO REMIND YOURSELF OF

IMPORTANT DEADLINES

CATEGORIES CAN HELP YOU FIND THINGS AT A

GLANCE

ADD A REMINDER TO AN EMAIL THAT YOU HAVE TO

ATTEND TO LATER.

KEEP YOUR FOLDERS ORGANIZED FOR FAST

SEARCH

MAKE YOUR OWN DISTRIBUTION LISTS TO MAKE

COMMON TASKS FASTER!

USE SHORTCUTS TO SAVE TIME!

Email Corey for a list of useful keyboard shortcuts that may save you time.

Other Useful Lessons to ask me about:

Using Macros to automate common tasks.

Using AutoText to finish your thoughts.

Managing your Tasks with Outlook

Fast & Easy Powerpoints

REMEMBER TO IMPLEMENT WHAT YOU HAVE LEARNED TODAY AS SOON AS POSSIBLE.