Use priority mail codes to highlight important e-mail messages

Applies to
Microsoft Office Outlook® 2003

There are different ways in Outlook to alert you to special e-mail messages. You can use rules to display new messages from someone specific with a flag. Or, you can also use rules to move e-mail messages from specified people or domains to an Outlook folder.

However, what if you don't know the e-mail address or domain that someone will use to contact you? For example, you are a busy executive who meets a new strategic partner while attending a conference. This new partner wants to send you an e-mail message with some urgent business proposals. How can you make sure that this message doesn't go to your Junk E-mail folder or get lost among all the other items in your Inbox? The solution is to use a priority mail code.

Priority mail codes are used in postal mail by busy executives, heads of state, and other people who receive large volumes of mail. A priority mail code that is added to the address or written on the envelope indicates that the mail is from a recipient who has been given the special code and that it should be given priority over other mail items. You can use this same technique with an e-mail message by including a priority mail code in the Subject line of the message.

Priority code example Move special messages to a folder

  1. Create a special code for important people from whom you receive e-mail messages.

For best results, use letters and numbers that are not a part of a word in any language. This helps to prevent regular messages from being flagged as special. An example of a priority mail code is BK0467.

  1. In Outlook, on the Tools menu, click Rules and Alerts.
  2. On the E-mail Rules tab, click New Rule.
  3. Under Step 1: Select a template, under Stay Organized, click Move messages with specific words in the subject to a folder.
  4. Under Step 2: Edit the rule description (click an underlined value), click specific words.
  5. Type the code you created in step 1, click Add, and then click OK.
  6. Under Step 2: Edit the rule description (click an underlined value), click specified.
  7. Select a folder where you want to move your special mail.

If the folder doesn't exist, click New, type the name of the folder to create, select the folder that you want to create the new folder in, and then click OK.

  1. Click Next, select the stop processing more rules check box, and then click Next.
  2. Click Next.
  3. Under Step 1: Specify a name for this rule, type a short name, such as Mail Code.
  4. Click Finish.

 Tip   Right-click the new folder, and then click Add to Favorite Folders. This places the folder in the Favorite Folders section at the top of the Navigation Pane.

Flag special messages

  1. Create a special code for important people from whom you receive e-mail messages .

For best results, use letters and numbers that are not part of a word in any language. This helps to prevent regular messages from being flagged as special. An example of a priority mail code is BK0467.

  1. In Outlook, on the Tools menu, click Rules and Alerts.
  2. On the E-mail Rules tab, click New Rule.
  3. Click Start from a blank rule.
  4. Under Step 1: Select when messages should be checked, click Check messages when they arrive, and then click Next.
  5. Under Step 1: Select conditions, select the with specific words in the subject check box.
  6. Under Step 2: Edit the rule description (click an underlined value), click specific words, and then type the code you created in step 1 of the previous section.
  7. Click Add, and then click OK.
  8. Click Next.
  9. Select the flag message with a colored flag check box.
  10. Under Step 2: Edit the rule description (click an underlined value), click a colored flag, choose a flag color, and then click OK.
  11. Select the stop processing more rules check box, and then click Next twice.
  12. Under Step 1: Specify a name for this rule, type a short name, such as Mail Code.
  13. Click Finish.
 
 
Applies to:
Outlook 2003