For Full versions of my videos or to join my mailing list go to : http://www.pcwebinars.com How to Create Rules in Outlook to automatically handle emails - Outlook Rules tutorial - 2016, 2013 Outlook 2016, Outlook 2013, Outlook 2010
This video will show you how to makes rules in Outlook that will automatically manage your emails as they come in.
Tom Fragale - Expert Computer Consultant & Trainer Custom On-Site Trainings , Webinars, and Consulting available
you
in this video I want to show you how to
set up rules in Microsoft Outlook to
automatically handle your emails so
let's say every time I get an email from
this sender then I want to go to a
certain folder automatically I want to
go to the folder is called from Tom of
course I can just pick up the email and
drag it over but a rule is going to
handle that email automatically so let
me show you a couple quick ways to set
up the rules first of all if you get the
email from that person or with a certain
subject or something like that you can
just right-click on that email so let's
do it that way fire so when I
right-click on the email and then over
here it says the word rules and I'm
going to pick in the word create rule a
new screen will come up now this is a
quick and easy way to set up a rule when
we do it in a different way you'll see a
lot more choices so let's say if it's
from that sender all right or you can
also have that the subject contains a
certain word or if it's sent to me only
or you have some different choices there
then you can display that in a new alert
window you can play your selected sound
or I'm going to move it to a folder now
like I said when we do a rule in a
different way you'll have a lot more
choices but this is a quick and easy way
to set up the rule so we're going to say
if it's from that sender then we're
going to send it to the folder and I
want to choose the folder that's called
I can tick on select a folder here other
than the one is called from Tom and I'll
be going to okay good
now even from this window I could go to
the Advanced Options and we'll see the
Advanced Options pretty soon but I'm
going to keep this one nice and easy
I'll pick them okay
now I want to say run this rule on
messages already on the folder so I'm
going to click on that check box now
when I click on it ok this message is
going to move from the inbox and you'll
see it come over here in the from Tom
folder so I'll click on OK notice how
that message is no longer in the Inbox
and now hopefully you can see how it's
going to be in the front Tom folder as
you can see all right so now every time
I get an email from that sender it'll go
right to the from Tom folder now if you
notice right now that from Tom folder
has three messages all right so I want
to I'm going to go ahead and send
another email basically the sender is
make it healing my other email address
so I'm going to go ahead and send an
email again now what should happen is it
should actually bypass the Inbox
and then in a minute we should see a new
message in the from Tom folder when my
email actually refresh us so what I can
do is I can pick on send and receive Oh
notice how I came over so if I go to the
from Tom folder notice now it has four
messages so I've got the new one as well
alright so it bypassed the Inbox
and it went right to that folder because
of that message because of the rule so
one way to make a rule is to right-click
on an email and you took in the word
rules and you took another created rule
now let's see the more advanced way to
make a rule I'm going to pick on the
your India inbox within your outlook and
I'll pick in the home menu by the way
this is a we're looking at ello 2016
which is dead the most recent version as
of this recording then on the home and
you'll want to come over here and put
them to pull them where it says rules
and I want to create a new role from
here now you can also manage the rules
as you can see in fact I'm going to go
over Taurus as manage rules and we'll
see the one that I just made now I want
to recreate that one so I'm going to go
ahead and click on that one and hit them
delete so I can recreate with the more
advanced options also yes to delete that
now I'm going to send another email from
that from that same sender so it'll be
something in my it will be something in
my inbox so we'll give it a second now
the rule is no longer there so the email
that comes from that sender should now
be in the inbox as you can say okay good
so now at this point let me show you the
more complicated way to make a rule I'll
pick them the home menu and up the among
the word rules this time I pick on
create rule now when we do it this way
it's automatically going to go into the
more advanced options or if it doesn't I
can put them over to Advanced Options
right there so let's go into the
Advanced Options sometimes the Advanced
Options do come up automatically but in
this case I'll put them to advanced
options here notice now you have a lot
more choices I can still say from a
certain sender or notice how I can you
know have a lot more choices here sent
to within the subject of body through a
specified account mark is important so
now you have a lot more choices to
filter out the emails as you can see now
I'm going to say from that sender once
again now in this screen I can actually
click down here and pick a different
sender I chose that then if I open up my
contact
in this case okay so this is a look at
cinema screen you'll be able to go a lot
further so I'll say from that sender but
of course you have a lot more choices
there as well I'll pick on next
so that first screen is filtering out
the messages what messages do you want
to filter out with the rule I'll click
on next now this next screen is about
the action that you want to take notice
now you have a lot more actions I can
move it to a folder or I can assign to a
category I could delete it now
permanently delete it it means it won't
even go into the into the items folder
it'll just it'll just be deleted
permanently I can move a copy to the
specified folder that means it's going
to keep it in the Inbox and also put it
in that folder so I'm going to do that
so this way it won't bypass the inbox
it'll automatically in that folder but
it also been mine in box so I can
process that as well
I can forward it so I can reply using a
certain message I can Fagin the flag of
message for follow up so these are all
the actions and you can do a lot more as
you can see now I'm going to say move a
copy to a specified folder now you'll
have to come down here and pick the
folder that you want to move it to so I
picked on the word specify and then I'll
pick them too from Tom folder alright so
sometimes down here those choices will
be important when you do it this way so
this screen is all about the actions you
can take with those emails I'll pick on
next and then you can even have
exceptions so you can say except if the
subject contains certain words except if
it was sent only to me and you have lots
of exceptions as you can see when you do
it with the more advanced options so you
should go through that list and check
out the exceptions to see which ones
might be important for you except if
it's marked important and so on alright
so I'll click on next you give the roll
a name tonight
I'm going to turn the rule on and in
this case I'm going to go ahead and run
this rule four measures already in the
inbox this way it will handle the ones
that are already in the inbox that meet
the criteria now what should happen this
time is that message should stay in the
inbox and now the folder that says from
Tom that should have more messages in
there now after this so I'll click on
the word finish and it ran that rule
notice other from Tom now has a new
message because the rule works now every
time that we get an email from that
person let's see what's going to happen
I've been making Dylan and this time the
message will stay we'll come into the
inbox and then also watch the folders
called from Tom that just have the
number three in just a second as well
those have the message came in actually
I did two messages and they both stayed
in the inbox and it also got moved to
that folder automatically as well so a
couple good ways to set up a rule here
first of all you can right click on an
email and you can pick on the word rule
and then you took in the word create
rule and it will inherit the specifics
of that eat of that email and that's the
quickly to do it another way to do it is
to pick on the home menu and your tip in
the word rules and you flip it over to
create rule here now when we do it that
way you would still pick the Advanced
Options but let me show you one more way
to make a rule they pick on the home
menu it took in the word rules and you
go to manage rules and alerts now you'll
see all the rules to use I've made and
you can delete them or change them but
in this case if I pick on the new rule
from this screen then it's going to go
into the more advanced options right
away as we can say so in this state I'll
move it to a folder for example and then
right away it goes into the more
advanced options so I really like the
rules they help you
automatically manage your emails and if
they're going to save you a lot of time
and I say you have a role in Outlook
2016
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