Outlook Rules for Messages

Rules are a feature that helps you automate actions for incoming or outgoing messages. For example, you can create a rule to move messages from your manager to a specific folder.

 

To Create a Rule in the Outlook Desktop Application:

1. Open the Outlook desktop application.

2. Navigate to Rules > Manage Rules & Alerts…

3. Select New Rule in the E-mail Rules tab.

 

The Rules Wizard will start:

 

Step 1: Choose a Template:

 

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

 

Step 2: Edit Rule Description:

 

– Based on the template you chose in Step 1, each one offers different options for Step 2, such as specifying a sender or selecting a folder. These options will be underlined for editing.

 

Examples of 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, then choose OK.

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

 

Step 3: Set conditions for a rule:

 

– Move Messages with Specific Words in the Subject to a Folder:

1. Choose the specific words in 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, then choose OK.

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

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

Additional Steps for Other Rules Follow a Similar Pattern.

 

– Creating Rules on Webmail (OWA):

1. Open WorldPosta webmail mail.worldposta.com 

2. From the top right corner, click on the Settings icon > Options > Organize Email.

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

Each option will open a new window like this:

– Name: Enter the name of the rule.

– When the message arrives, and: Select criteria for your rule.

NOTE: If the criteria have additional options, enter them in the window that appears.

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

– 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, this option is turned on.

 

-Editing and Deleting Rules:

– Edit a Rule: Select a rule and choose edit to change the conditions or actions of the rule.

– Delete a Rule: If you have a rule that you no longer want, select it and then click delete to remove it. To temporarily disable a rule, remove the checkmark next to the rule.