MS OUTLOOK - Task 4

TASK 4 : Set up rules

Watch the video and read the article below. They will give you a step by step guidance.
You will learn how to set up rules in Outlook.

READING MATERIAL
Setting up rules in Microsoft Outlook can help you automatically organize and manage emails based on specific criteria, such as sender, keywords, or subject line. Here’s a guide to creating rules in Outlook.

Creating Rules in the Outlook Desktop App

1. Open Outlook and go to the Home tab.

2. Select an Email that matches the type you want the rule to apply to (e.g., a message from a specific sender or with a particular subject line).

3. Click on Rules in the ribbon (in the Move group), then choose Create Rule… from the dropdown menu.

4. In the Create Rule dialog box, select the criteria you want to apply to this rule, such as:

   • From: Messages from a specific sender.

   • Subject Contains: Messages with certain words in the subject line.

   • Sent To: Messages sent to specific people.

5. Choose the action you want Outlook to take when emails match the rule criteria. Common options include:

   • Move the item to folder: Select a folder where you want the email to go.

   • Display in the New Item Alert window: Receive an alert when emails meet the criteria.

   • Play a selected sound: Set a sound notification.

6. Click OK to save the rule.

Advanced Rule Settings

For more complex rules, click Advanced Options in the Create Rule dialog box. This will open the Rules Wizard, which offers more detailed criteria and actions, including:

• Adding multiple conditions (e.g., if the sender is a certain person and the subject contains specific words).

• Applying additional actions (e.g., mark as read, delete, or categorize).

• Setting exceptions (e.g., if an email is flagged as important, exclude it from the rule).

Once your settings are complete, click Finish to save the rule.

Creating Rules in Outlook on the Web

1. Go to Outlook.com and sign in.

2. Click on the Settings gear icon at the top right, then select View all Outlook settings.

3. Navigate to Mail > Rules.

4. Click Add new rule and enter a Name for the rule.

5. Set your Conditions (e.g., sender, subject, keywords).

6. Choose Actions for what Outlook should do with emails that meet the rule (e.g., move to folder, mark as read).

7. Click Save to activate the rule.

Tips for Using Rules Effectively

• Organize by Priority: Use rules to flag, categorize, or move high-priority emails into specific folders.

• Streamline Newsletters: Set rules to move newsletters or promotions to a separate folder to reduce inbox clutter.

• Set Up Notifications: For emails that need immediate attention, use rules to trigger alerts or sounds.

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