You can use Rules to control how Outlook processes certain message items. You establish a rule by defining the specific conditions to be met, the actions to be taken and any exceptions to the rule. Outlook will compare incoming and outgoing messages to the conditions and exceptions set forth in the rule. Messages meeting the conditions are then handled according to the rules defined actions.
To illustrate, here are a few examples of the rules I’ve set:
• Send a copy of any message I send to “My Dad” to “My Brother”
• Move any message I receive from “My Boss” to the “My Boss” File Folder
• Delete any message I receive with the word Viagra in the body of the message
• Delete any message I receive from Bargain Dog
• Mark messages I receive from "My Friend" in red
As you can see from my examples, you can establish rules that act on messages you receive as well as on messages that you send. I especially like to use them to control e-Mail spam.
You can create rules that will:
• give notice when a message recipient reads your message
• color code messages from certain people
• filter messages for Junk and adult content
• alert you when certain messages are delivered to your inbox
• flag messages when certain conditions are met
• perform some action upon message receipt
• perform some action when a message is sent
• move incoming messages that satisfy certain conditions
• delete messages based on defined conditions as they are received
• send a particular responses to messages that meet certain conditions
You find the Rules Wizard on the Tools menu. The Wizard has 5 major steps to complete:
1. Select the type of rule:
• Outlook 2000 allows you to choose from these options
• Check messages when they arrive
• Check messages after sending
• move new messages from someone
• notify me when important messages arrive
• move messages based on content
• delete a conversation
• flag messages from someone
• assign categories to sent messages
• assign categories based on content
• move messages I send to someone
2. Which condition(s) do you want to check?
Choose one or more from 25 options. Many options require you to identify the specific criteria. To do so, click on the “underlined” words and complete the input box as instructed.
3. What do you want to do with the message
Choose from 13 options some of which require you to identify the specific folder. You will click on the “underlined” words and complete the input box as instructed.
4. Add any exceptions (if necessary)
Choose one or more from 25 options. Click on any “underlined” words to supply the specific detail to apply.
5. Specify a name for the rule and turn it on.
Special Edition Using Microsoft Outlook 2000 (Special Edition Using)
I personally own this book and have found it to be a terrific reference tool. Whether you're using it for personal information, e-mail, collaborative networking, or some combination of these, Microsoft Outlook is a subtle, powerful application. If you want to make the most of using it, take a look at Special Edition: Using Microsoft Outlook 2000, a gigantic reference written specifically for intermediate to advanced users.
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