Outlook/Email - Filtering Email Messages to
Folders
There are lots of options for how Outlook can automatically process a
message. This example describes how to automatically move a message to a
folder.
Some other options include:
- Moving all the messages from a mailing list (listserv) to a
certain folder
- Automatically delete messages sent by a certain person
- Move messages from students to a single folder
To set up a rule:
- In Outlook, go to Tools and click on "Rules and Alerts."
- Click "New Rule". This enters you into the Wizard.
- Choose the type of rule you want. For this example, under "Stay
Organized," select "Move messages from someone to a folder."
- Note that the lower part of the window is
where you can see the status of your rule as it builds.
- Click Next.
- This screen asks how you want Outlook to pick out messages. For
this example, check "From People or Distribution List.
- Look at the lower part of the window, where you'll see the words "People or Distribution List" underlined. Click on
the words to start selecting names.
- Select one or more people
from the Highline e-mail list. Double-click so the name appears
in the "From ->" box at the bottom.
- You can also click in the "From ->" box and type in an
e-mail address.
- Click "OK". You
should see the name(s) you selected in your rule.
- Click "Next." The Wizard then wants to know what you want to do
with the message. Click "Move it to the specified folder."
- Note the option for "delete it". Skip the next step if you
choose that
- Again, look at the lower part of the folder. Click on the word
"specified."
- Choose a folder from your list of out Outlook folders, then
click "OK."
- Click "Next."
- The Wizard then asks for
exceptions. Scroll through the list to see if anything is
appropriate for your rule.
- For example, maybe a person sends
messages to the whole campus that you would like to delete, but you
want messages that they might send directly to you. In that case,
you might choose the exception "Except if my name is in the to
or cc. box".
- Name your rule. Outlook selects a name, but you can change that
to whatever you want.
- Click "Finish. The
Rules Wizard returns to the original screen. From here you can
create another rule or close the box.
If you ever want to stop
using the rule, you don't need to delete it. Just remove the
check from the box in front of your rule and the rule will be
turned off.
Last updated:
January 23, 2007
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