Outlook: Filtering Email Messages Automatically using Rules

Task: To create email message rules/filters from the Outlook Settings menu to automatically sort incoming messages.

 

Instructions:

Step 1 - Access your USNH email account.

Step 2 - Click the gear icon Gear icon used to access settings. to access Outlook Setting menu. in the upper right hand corner of the Outlook window.

Step 3 - Scroll to the bottom of the Settings menu, and click View all Outlook settings.

Step 4 - Select Mail > Rules > Add new rule.

Outlook settings menu exspanded with Mail, rules, and add new rule selected.

 

 

 

 

Step 5 - Enter a meaningful name for the rule in the Name your rule field.

Create new rule form.

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 6 - Add criteria that the message must meet to be filtered by selecting from the Condition drop-down menu.

Note: After adding the first condition, Add another condition displays allowing you to include additional criteria.

Add another condition link displayed and selected.

 

Step 7 - Add an action by selecting from the Action drop-down menu. The Action is performed when the Condition is true.

Note: After adding the first action, Add another action displays allowing you to include additional actions.

 

Step 8 - Click Add an exception to display the Select an exception drop-down menu.

Add an exception drop-down menu.

Note: After adding the first exception, Add another exception displays allowing you to include additional exceptions.

 

Step 9 - Select Stop processing more rules to ensure that subsequent rules are ignored, even if they apply to the message. Without this setting, every rule that applies to the message is executed.

Step 10 - Select Run rule now to execute the rule on any messages that currently exist in your mail box.

Step 11 - Click Save.

 

Outcome: The rule is executed every time a new message enters the mail box that meets the required conditions. Rules you create are displayed in the Rules section of the Setting menu. From this menu, rules can be deactivated, ran, deleted, edited, or sorted. To troubleshoot rules that aren't performing as expected, click If your rules aren't working, generate a report. The report is sent to your inbox for analysis.

Rules section of the Settings menu listing your rules with management tools selected.

 

 

 

 

 

 

 

 

Task: To create email message rules/filters using the context menu to automatically sort incoming messages from a specific sender.

 

Instructions:

Step 1 - Access your USNH email account.

Step 2 - Right-click on a message that you want to create a rule for.

Step 3 - Click Advanced actions > Create rule.

An email message's context menu with Advanced actions and Create rule selected.

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 4 - To move messages from this sender to a specific folder, select the folder from the Select a folder drop down menu, or click More options to open the Outlook Settings menu and follow the procedure described above.

Create a rule form with Select a folder drop-down menu and More options link selected.

 

 

 

 

 

 

 

Outcome: Every time a new message from this specific sender enters the mailbox it is moved to the designated folder. Rules you create are displayed in the Rules section of the Setting menu.From this menu, rules can be deactivated, ran, deleted, edited, or sorted. To troubleshoot rules that aren't performing as expected, click If your rules aren't working, generate a report. The report is sent to your inbox for analysis.

 

Need additional help?

Please use this link to the ET&S Help Desk team to locate your local campus contact information.  Use the “Submit a Question” for your campus to enter an online support request.  

 

Details

Article ID: 2820
Created
Fri 10/2/20 5:14 PM
Modified
Tue 6/28/22 4:17 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office