| Outlook 2003 |
Using RULES to help with email organization.
This example will show how to automatically move email from 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 Mailbox - Your Name.
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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
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The new folder will show in the list under All Mail Folders
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Select Tools -> Rules and Alerts...
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Click on New Rule...
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The following windows displays
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- NOTE: Please pay attention to the following step. If skipped, ALL INCOMING EMAIL will go to DL.Staff.All folder.
- This tutorial will use a template
- Select Move messages sent to a distribution list to a folder
- Click on the words people or distribution list in the bottom window under Step 2:
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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 word specified in the bottom window under Step 2:
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Select the DL.Staff.All folder created earlier and click the OK button
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The window displayed should look like this
Click on the Next button
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The next couple of windows are repeats of what you have completed. No action is required except clicking on the Next button
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No action is required except clicking 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 Step 1: Specify a name for this rule and click the Finish button
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The Rule is completed. Click the OK button
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Your rule is now setup
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