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Outlook Rules is like have an email admin assistant! So use them!
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OUTLOOK RULES
WHAT IS A RULE?
How rules help you manage messages
A rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that have been read, only on those that are unread.
Rules fall into one of two general categories: organization and notification. The Rules and Alerts Wizard contains templates for the most commonly used rules.
LET’S MAKE A RULE
TOOLS – RULES & ALERTS
CHOOSE – NEW RULE
START A NEW RULE HERE
IDENTIFY THE EMAIL YOU WANT TO RUN
THE RULE ON
CLICK ON THE BLUE LINKS TO ASSIGN THEM
ITEMS
WHEN YOU CLICK A BLUE ITEM, A BOX WILL LET YOU BROWSE
TO YOUR SPECIFIC CHOICE
YOU CAN ASSIGN MORE SET OF “WORDS” TO WATCH FOR BY
CLICKING ADD
YOU WILL SEE YOUR WORD CHOICES APPEAR BELOW
CONFIRM YOUR CHOICES THEN HIT
NEXT
NOW YOU DECIDE WHAT TO DO WITH THE MESSAGE YOU IDENTIFIED IN YOUR LAST
RULE SET
CLICK YOUR BLUE ITEMS AGAIN TO ASSIGN THEM
AND CLICK NEXT
ARE THERE ANY EXCEPTIONS TO YOUR
RULE? DEFINE THEM HERE!
NAME YOUR RULE, & CHOOSE HOW AND WHEN TO RUN IT –
THEN FINISH!
HERE IS WHERE YOU WILL SEE YOUR NEW RULE, YOU CAN CHANGE
IT FROM HERE, OR DELETE IT
GOT AN EMAIL YOU GET A LOT OF, YOU CAN RUN A RULE RIGHT FROM
THE MESSAGE!
COLORS LOOK PRETTY & THEY CAN KEEP YOU
ORGANIZED…
CHOOSE TO ORGANIZE USING COLOR!
CHOOSE YOUR ELEMENTS AND COLORS AND APPLY! SEE
INSTANT RESULTS!
ORGANIZE IN MORE WAYS! CHOOSE AUTOMATIC
FORMATTING:
CHOOSE ADD, THEN NAME YOUR FORMAT ITEM AND
CHOOSE FONT
ASSIGN YOUR FONT FOR THIS ITEM ANY WAY YOU
WANT! CHOOSE OK!
CHOOSE CONDITION FROM THE MENU, THEN ASSIGN WHAT TO FORMAT WITH
THE NEW STYLE.
YOU CAN SEE THE DIFFERENCE
IMMEDIATELY!
SORTING TO SAVE TIME!
SORTING BY CONVERSATION CAN BE VERY HELPFUL WHEN TRACKING BACK
FOR ANSWERS.
FOLLOW UPS ARE A GREAT HELP! USE FLAGS TO REMIND YOURSELF OF
IMPORTANT DEADLINES
CATEGORIES CAN HELP YOU FIND THINGS AT A
GLANCE
ADD A REMINDER TO AN EMAIL THAT YOU HAVE TO
ATTEND TO LATER.
KEEP YOUR FOLDERS ORGANIZED FOR FAST
SEARCH
MAKE YOUR OWN DISTRIBUTION LISTS TO MAKE
COMMON TASKS FASTER!
USE SHORTCUTS TO SAVE TIME!
Email Corey for a list of useful keyboard shortcuts that may save you time.
Other Useful Lessons to ask me about:
Using Macros to automate common tasks.
Using AutoText to finish your thoughts.
Managing your Tasks with Outlook
Fast & Easy Powerpoints
REMEMBER TO IMPLEMENT WHAT YOU HAVE LEARNED TODAY AS SOON AS POSSIBLE.
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