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603) 528-6660   

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Microsoft Outlook Tools & Tips

Creating and Using Rules

Rules are used to manage your e-mail messages by automatically performing actions on incoming and outgoing messages. The Rules Wizard applies the rule when you send or receive messages. For example, you can automatically:

• Forward a message to a co-worker when a message from Mary Gold arrives in your Inbox.

• Send a message to a folder if it has an attached file or specific words in the subject.

To create a rule

From the MS Outlook window, click an Email folder – typically the Inbox.

• Click Tools on the menu bar.

• Choose Rules Wizard.

• Click the New command button.  The following dialogue box displays:

• Specify the actions for the rule using the steps of the Rules Wizard.

SAMPLE RULE:

To forward a message from Mary Gold to Justin Thyme:

• Click Tools, choose Rules Wizard, click New.

• Click the option button Start from a blank rule.

• Highlight Check messages when they arrive, Next

• Select From people or distribution list

• Click the link in the second box, People or distribution list.

• Double-click a name in your address book (Mary Gold), click OK and Next.

• Select  Forward it to people or distribution list.

• Click the link in the second box, People or distribution list.

• Double-click a name in your address book (Justin Thyme), click OK and Next.

• Specify any exceptions and click Next.  If no exceptions are needed, click Next.

• Specify a name for the rule.

• Make sure Turn on this rule is selected.

• Click Finish.

Recalling an Email Message

If you send a message and need to “take it back”, MS Outlook can attempt to recall the message.  If the intended recipient has not opened the message, it can be recalled.  However, in many cases, it may be too late.

To recall a message:

• Click on the Sent Folder.

• Open the copy of the message you sent.

• Click Actions on the menu bar.

• Choose Recall This Message.

• Specify options for the following:

• Close the copy of the sent message.

• A message will be returned to your inbox indicating whether the recall was successful.

Copyright 2007
 

Hyslop & Associates

2 Airport Road

Gilford, NH  03249

(603) 528-6660