Outlook 2007 - E-mail Rules
To set up e-mail rules
You need to take these steps to set up E-mail Rules in Exchange.
It may help you to manage your e-mail if you follow these simple steps to automatically move e-mail to different folders.
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From the Tools menu select Rules and Alerts.
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Ensure that the E-mail Rules tab is selected. Click the New Rule button.
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Under Step 1: Select a template you can do any of the following:
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Stay organized:
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Move messages from someone to a folder,
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Move messages with specific words in the subject to a folder,
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Move messages sent to a distribution list to a folder,
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Delete a conversation,
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Flag messages for someone to follow up,
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Move RSS items from a specific RSS Feed to a folder.
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Stay up to date:
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Display mail from someone in the new Item Alert window,
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Play a sound when I get messages from someone,
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Send an alert to my mobile device when I get messages from someone.
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Start from a blank rule:
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Check messages when they arrive,
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Check messages after sending.
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Make a selection. As you do so, the text in Step 2 will change.
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Click the links in Step 2: Edit the rule description (click an underlined value). For example, if you specified Move messages from someone to a folder in Step 1, the step two text will be:
Apply this rule after the message arrives
from people or distribution list
move it to the specified folder.You need to click people or distribution list and specify the people, and click specified and specify the folder.
As you do this the text will change, for example:
Apply this rule after the message arrives
from Rob Kirkwood
move it to the Urgent folder.The only possible difficulty is that for specific words in the subject you can Add each word and they will be OR-ed together, e.g. e-mail or email.
Note that if you select one of the blank rule options (Check messages when they arrive or Check messages after sending) then there is no text to click.
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Click Next.
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Now you can specify more conditions in Step 1: Select condition(s). these will depend on the options you first specified. For example, having specified Move messages from someone to a folder, you can further specify the conditions about the incoming e-mail: you can, for example, add the condition sent only to me or based on the importance level of the e-mail. For some conditions there may be further text links to click and specify.
Make your selections (if any). As you do so, the text in Step 2 will change. For example, if I select mark as importance then and marked as importance appears in Step 2: Edit the rule description (click an underlined value). For any such text you add you must also click any underlined value and specify what it should be. For example setting whether the importance should be High, Normal, or Low.
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Click Next.
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Now you can specify even more conditions in Step 1: Select action(s). Again these will depend on the options you first specified. In our example, having specified Move messages from someone to a folder, you can further specify the conditions about what will be done with the e-mail. You can (for example) move it to a folder, delete it, permanently delete it, assign it to a category, reply to it, or forward it.
Make your selections (if any). As you do so, the text in Step 2 will change. For any such text you add you must also click any underlined value and specify what it should be. For example setting whether the importance should be High, Normal, or Low.
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Click Next.
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If you wish you can even specify exceptions in Step 1: Select exception(s) (if necessary). This step is optional! Complete any exceptions in a similar manner.
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Click Next.
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You should Specify a name for this rule. Pick one which instantly describes the rule for when you come to look at rules later!
You can set up rule options: Decide whether to Run this rule now on messages already in "Inbox". Decide whether to Turn on this rule (the default is Yes - it may help turning rules off on occasion if unexpected results are occurring). If you have more than one account you can Create this rule on all accounts.
You can also Review the rule and click underlined values to edit them.
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Click Finish.
You can repeat from Step 2 by clicking New Rule to add more rules.
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Note that when you have more than one rule, the order of the rules may be important. Suppose you have a rule which moves e-mail for a particular project (based on words in the subject line) to a project folder and you also have a rule which deletes e-mail from a particularly annoying person. If that person sends you an e-mail with the subject containing one or more of your project keywords, what will happen? It depends on the order of the rules. If I specify the "move" rule first in the list, such an e-mail will be moved to my project folder and then the next rule won't happen because this rule applies to Inbox only. If, however, I specify the "delete" rule first in the list, the message will be deleted before the test on the subject line takes place. Select a rule and use the Up and Down arrows to re-organise the order of your rules.
Click Change Rule if you want to change a rule. Click Copy to copy a rule (you'll want to change it afterwards - this is a good way of basing one rule upon another which has been tested. Click Run Rules Now to run the rules now. With the Options button you can Export your rules into a file or Import rules someone else has created (or you created earlier).
When you've finished click OK.
It is important that you test your rules, especially if you have anything which deletes incoming e-mail!
Example: Redirect my e-mail to someone else
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From the Tools menu select Rules and Alerts.
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Select New Rule.
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Select Check messages when they arrive. You can select conditions, but if you want all e-mail to be redirected to someone else just click Next and confirm that this will be for every message.
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Select redirect it to people or distribution list, then under Step 2 click people or distribution list and select the person / people / list(s) as you would when sending an e-mail.
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You can add exceptions if necessary.
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Check the details in the Finish rule setup dialogue, editing the Name for the rule. If you are absolutely sure, click Finish.
If a member of staff is on long-term leave we can not set this up on their behalf without sufficient authority. The manager of the member of staff must e-mail the Service Desk IT.Services@lboro.ac.uk requesting that their e-mail is forwarded to one or more other members of staff. We can not do this without an explicit written request from the relevant manager.