How to create a rule

Outlook Rules for Messages

 

Rules is a feature helps you to set any action to the incoming or outgoing messages.
Example: you can create a rule to move messages from your manger to specific folder.

How to create a rule in Outlook desktop application

1. Open Outlook desktop application.

2. Choose Rules > Manage Rules & Alerts
3. Choose New Rule the E-mail Rules tab.

The Rules Wizard will start

Step 1: Choose template

Select the template of rules that you want to apply from Stay Organized, Stay Up to Date, or you can create customized rule from Start from a blank rule.

Step 2: Edit rule description

 

According to the template you chose in Step 1, each one has different options for step 2; to specify a sender or select a folder, the options will be underlined to edit it.

Examples for most common options

 

 

Move messages from someone to a folder

 

1- Choose the people or public folder link.

2- In the Rule Address dialog box, do one of the following:

In the Search box, type a name, Or In the Address Book list choose a source.

3- When your selection is displayed in the From box, choose OK.

4- Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK.

5- Choose Next and go to Step 3: Set conditions for a rule.

 Move messages with specific words in the subject to a folder

 

1- Choose the specific words the subject link.

2- In the Search Text dialog box, in the Specify words or phrases to search for in the subject box, type a word or phrase to be searched for.

3- Choose Add to add your entry to the Search list pane, and then choose OK.

4- Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK.

5- Choose Next and go to Step 3: Set conditions for a rule.

Move messages sent to a public group to a folder

 

1- Choose the people or public folder link.

2- In the Rule Address dialog box, do one of the following:

In the Search box, type a name, or, In the Address Book list choose a source.

3- When your selection is displayed in the To box, choose OK.

4- Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then
choose OK.

5- Choose Next and go to Step 3: Set conditions for a rule.

 Flag messages from someone for follow-up

 

1- Choose the people or public folder link.

2- In the Rule Address dialog box, do one of the following:

In the Search box, type a name, or, In the Address Book list choose a source.

3- When your selection is displayed in the From box, choose OK.

4- In the Flag Message dialog box, in the Flag to box, accept the default setting of Follow up, or choose another item in the list.

5- In the For box, accept the default setting of Today or choose another item in the list.

6-Choose OK > Next, and then go to Step 3: Set conditions for a rule.

 Display mail from someone in the New Item Alert Window

 

1-Choose the people or public folder link.

2-In the Rule Address dialog box, do one of the following:

In the Search box, type a name, or, In the Address Book list choose a source.

3- When your selection is displayed in the From box, choose OK.

4- Choose the specific message in the New Item Alert window link.

5- In the Alert Message dialog box, in the Specify an alert message box, type a message, and then choose OK.

6- Choose Next, and then go to Step 3: Set conditions for a rule.

 Play a sound when I get messages from someone

 

1- Choose the people or public folder link.

2- In the Rule Address dialog box, do one of the following:

    • In the Search box, type a name, or, In the Address Book list choose a source.

3- When your selection is displayed in the From box, choose OK.

4- Choose the play a sound link, and in the Select a Sound to Play window, choose a file (for example, a .wav file), and then choose Open.

5-Choose Next, and then go to Step 3: Set conditions for a rule.

End an alert to my mobile device when I get messages from someone

 

1- Choose the people or public folder link.

2- In the Rule Address dialog box, do one of the following:

In the Search box, type a name, or, In the Address Book list, choose a source.

3- When your selection is displayed in the From box, choose OK.

4- Choose the forward it to people or public group link.

5- In the Rules Address dialog box, do one of the following:

In the Search box, type a name, or, In the Address Book list, choose a source.

6- When your selection is displayed in the To box, choose OK.

7- Choose Next, and then go to Step 3: Set conditions for a rule.

Start from a blank rule template

 

  1. Choose one of the following.

Apply rule on messages I receive or Apply rule on messages I send

  1. Choose Next, and then go to Step 3: Set conditions for a rule.
Step 3: set conditions for a rule

 

In this step you can set conditions to the options you chose in step 1 and step 2

Set the conditions for when to apply the rules for the option chosen in the Stay Organized template or the Stay Up to Date template when you started the Rules Wizard

1- Under Step 1: Select condition(s), select the check box for the condition you want to add. (You can select multiple check boxes).

2- Under Step 2: Edit the rule description (click an underlined value), choose a link, complete the required actions, and when done, choose OK.

3- Choose the next link, complete the required actions, and when done, choose OK.

4- If another link is available, choose it, complete the required actions, and when done, choose OK.

5-Choose Finish when done.

Create Rules on Webmail (OWA)

 


How to create rules on webmail (OWA)

 

1- Open WorldPosta webmail [mail.worldposta.com]

2- From the top right corner, click on Settings icon Settings: update your profile, install software and connect it to the cloud > Options > organize Email.

3- Click on Add icon, then choose the rule template from the dropdown list.

Each option will open a new window like this:

A. Name: Enter the name of the rule
B. When the message arrives, and: select criteria for your rule. NOTE: If the criteria have additional options, enter them in the window that appears.

C. Do the following: select the action you want taken when a message arrives that meets the criteria you selected.

D. More Options:

 

  • Add additional conditions or actions to a rule.
  • Add exceptions to a rule by selecting Add Exception.
  • Turn on or turn off the option to stop processing more rules. By default, the option to stop processing more rules is turned on. With this option on, when a message comes in that meets the criteria for more than one rule, only the first rule will be applied. Without this setting, all rules that the message meets the criteria for are applied.
    • Example, without Stop processing more rules selected, if you have a rule to move all messages sent to a public group to a particular folder and another rule to move anything from your manager to another folder, and your manager then sends a message to that group, you’ll find a copy of the message in both folders. If you want only the rule that moves messages from your manager to be applied, put that rule higher in the list than the rule that moves messages sent to the group, and then edit the first rule to add the option to stop processing more rules.
  • Create a custom name for a rule.
Edit a rule

 

You can edit any rule by selecting it and choosing edit edit to open the rule so that you can change the conditions or actions of the rule.

Delete a rule

 

If you have a rule that you no longer want, you can select it and then click discard   delete to remove it. If you just want to turn the rule off for a while, remove the check mark next to the rule.