Create a rule

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Do one of the following:

ShowCreate a rule from a template or from scratch

  1. In the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), click Mail.
  2. On the Tools menu, click Rules and Alerts.
  3. If you have more than one e-mail account, in the Apply changes to this folder list, click the Inbox you want.
  4. Click New Rule.
  5. Do one of the following:

ShowUse a template with pre-specified actions and conditions

  • Select the template you want.

ShowCreate the rule by specifying your own conditions, actions, and exceptions

 Note   This option is not available when you create a rule (rule: One or more automatic actions taken on e-mail messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.) for a public folder.

  1. Click Start from a blank rule, and then click Next.
  2. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.
  1. Follow the rest of the instructions in the Rules Wizard.

If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard.

To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.

ShowTip

If you want to run a rule periodically but not all the time, do the following:

  1. On the Rules and Alerts dialog box, turn the rule off by clearing the check box next to the rule.
  2. Click Run Rules Now.
  3. In the Run Rules Now dialog box, under Select rules to run, select the check box next to the rule you want to run.
  4. Select the folder that you want to apply the rule to.
  5. Select the category of messages that you want to apply the rule to.

For example, you can apply the rule only to unread messages in a folder.

  1. Click Run Now.

ShowCreate a rule based on a message in a folder

  1. Open the folder that contains the message.
  2. Right-click the message you want to base a rule (rule: One or more automatic actions taken on e-mail messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.) on.
  3. Click Create Rule.
  4. In the Create Rule dialog box, select the conditions and actions you want to apply.
  5. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

ShowTip

To run the rule as soon as you have created it, select the Run this rule now on the messages already in "folder" check box on the last page of the Rules Wizard.

ShowCreate a rule based on a message you are composing

  1. Add a recipient or type a subject for the message.
  2. Click Create Rule.
  3. In the Create Rule dialog box, select the conditions and actions you want to apply.
  4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

ShowCreate a rule based on a name or subject

  1. Open the message you want to base a rule (rule: One or more automatic actions taken on e-mail messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.) on.
  2. On the toolbar, click Create Rule.
  3. In the Create Rule dialog box, select the conditions and actions you want to apply.
  4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

ShowCreate a rule based on an alert received from a SharePoint site

  1. Right-click the alert message you want to base a rule (rule: One or more automatic actions taken on e-mail messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.) on.

ShowTips

  • You can create the rule from the confirmation message you receive when you first create the alert. You don't need to wait for subsequent alert messages from the SharePoint site.
  • You can also create a rule for an alert even before you have received an alert message.

ShowHow?

  1. On the Tools menu, click Rules and Alerts.
  2. On the Manage Alerts tab, select the alert you want to create a rule for, and then click Create Rule.
  3. In the Create Rule dialog box, select the conditions and actions you want to apply.
  4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

  1. Click Create Rule.
  2. In the Create Rule dialog box, select the actions you want to apply.

For example, when you receive the alert message, Microsoft Outlook can play a particular sound or automatically move the message to a different folder.

  1. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

 Note   If you have multiple e-mail accounts, "me" refers to the e-mail address of any of your accounts, not just the account that is currently active.

 
 
Applies to:
Outlook 2003