How to create a rule in Outlook (Exchange 2010)

  • Synopsis

    This guide will show you how to create rules in Outlook 2007.
  • Applicable to

    All hosted Exchange 2010 accounts.
  • Prerequisite

    • Outlook 2007
    • a hosted Exchange 2010 account
  • How to

    Note : For teaching purposes and to make it easier, you will learn how to create a rule based on specific words on the subject. Once you see how to create a simple rule, you will be able to apply your knowledge to other types of rules you wish to create.
    1. Open Outlook.
    2. Go to Tools - Rules and alerts.
      Ok_Tools_Rules
    3. Click on New Rule.
      Ok_New_Rule
    4. Under Start from a blank rule, select either Check messages when they arrive to apply the rule to an incoming email or Check messages after sending to apply the rule to a sent email and then click on Next.
      Ok_Blank_Rule
    5. Under Step 1: Select a template, select the task that you want Outlook to apply to the relevant messages (e.g specific words).
      The rule should then appear under Step 2: Edit the rule description. Click on the blue underlined value in the step 2 box.
      Ok_Rules_Specific_Words
    6. Enter the word for which you want to create a rule (e.g PlexHosted) and then click on Add.
      Ok_Rules_Add_Word
    7. Click on OK.
      Ok_Rules_Add_Word_OK
    8. You should now see the word you added in the Step 2 box. Click on Next
      Ok_Rules_Wizard_Next
    9. Select what you want to do with the message. For example, if you want to move a copy to a specified folder, check the appropriated box. Then, click on “specified” in Step 2.
      Ok_Rules_Move_Copy
    10. Select the folder you wish the message to go into (ex: Notes), and then click on OK.
      Ok_Rules_Folder
    11. Back to the Rules Wizard page, click on Next.
      Ok_Rules_Wizard_Next2
    12. Select exceptions if you wish.
    13. Once you are done, click on Finish and the rule should take effect right away
      Ok_Rules_Finish
    Note: You can create as many rules as you wish; the basics are the same.

    If you need further assistance, please do not hesitate to contact us.

  • Keywords

    create, rule, rules, Outlook
  • 7 Users Found This Useful
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