Creating a Rule in Outlook XP
Step ½.
Create a new folder in the Personal Folders section if you have not already done so
Right-click the words Personal Folders and select New Folder... from the pop-up menu. A new folder will be created (make sure to expand your Personal Folders section by clicking the plus if need be). You can name it by typing the new name when it is first highlighted or by right-clicking it and selecting Rename... For the sake of this example we are naming our folder Stroud.
Step 1.
Go to the Tools menu and select Rules Wizard...
Click the New... button [If you get a dialog box talking about a rules conflict, click the Server button. You have created rules in the past but they do not match what is on the server.]
Step 3.
Select Start from a blank rule and then click the Next > button
Step 4.
In the upper portion of the window click in the box before the phrase from people or distribution list. Now click the words highlighted in the lower window: people or distribution list.
Step 5.
Select the appropriate person's name as you would when addressing an e-mail message and then click OK. In the window you return to click Next >.
Step 6.
In the upper portion of the window click in the box before the phrase move a copy to the specified folder to enter a check sign. Now click the word highlighted in the lower window: specified.
Step 7.
Find and click to highlight the folder into which you wish to copy messages. Click OK. When you get back to the previous window click the Finish button. If there is a + in front of Personal Folders Click it to expand your options. [see both pictures below]
Step 8.
You have finished creating your rule. Click OK.
Step 9.
You will get a message that the type of rule you have created will only work when you have Outlook open on the computer on which your personal folders reside. Click OK. [After you open Outlook you may experience a brief pause while Outlook tests every new message in your Inbox to see whether it needs to apply the rule.]
A copy of all messages that come from Dr. Stroud will now be automatically placed in a folder labeled Stroud that is in your Personal Folders, residing on your hard drive.
Tip
If you have access to a secure share you may want to put your personal folders in it. This will then allow you to open your e-mail on any computer in HISD and access your personal folders. This is especially useful if you regularly use more than one computer. However, please note: your personal folders can only be open on one machine at a time.
Rules can be tremendously useful and can save a lot of time. However, incorrect logic in the creation of rule can create nasty surprises. Take your time and start slowly. Rules can also slow down the speed at which Outlook appears to be working as they run in the background.
