| Outlook 2000 |
Using RULES to help with email organization.
This example will show how to automatically move email sent to DL.STAFF.ALL, to a separate folder for review at a later time.
NOTE: Even though this example shows messages being redirected to a folder outside your Inbox, the messages in this folder will still contribute to your total mailbox size. You must remember to periodically check for and delete messages in this folder or you will eventually exceed your storage limit.
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Start Outlook
Create a folder to store the email from DL.STAFF.ALL ...
In the folder list, select Outlook Today -[Mailbox - Your Name].
If you don't see the folder list...
- Go to the View menu and select Folder List
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Select File -> New -> Folder
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Type DL.Staff.All in Name: and Select Mailbox - Your Name for the location of the new folder
And click on the OK button
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The new folder will show in the Folder List
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Select Tools -> Rules Wizard...
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Click on the New... button
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Verify Check messages when they arrive is selected in the top and click on the Next > button
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- Scroll down the list and place a checkmark in the box next to sent to people or distribution list
- Click on the underlined words people or distribution list
- Either top or bottom words will work.
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- In the Rule Address window under Type Name or Select from List: type dl.
- Select DL.STAFF.ALL from the list below.
- Click the To -> button
- Click the OK button
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Click on the Next > button
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- Click on the box next to move it to the specified folder
- Click on the word specified
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Select the folder created earlier and click the OK button
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Click on the Next > button
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This next section is optional.
You may click on the Finish button and the rule will be completed at this time.
If you want the rule to NOT move messages marked with High Importance and leave them in your inbox...
- Select except if it is marked as importance
- Click on the word importance (either the top or bottom will work the same)
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Pull the list down, select High and click the OK button
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Click on the Next button
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Type a name for the rule in Please specify a name for this rule: and click the Finish button
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Click on the OK button
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Your rule is now setup.
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