0:00
Hello, in this video I'm going to show you how to create rules in Outlook
0:08
So as you can see I'm using the 365 version of Outlook and to create rules you want to select a
0:18
message about which you want to create rules or maybe the you know sender about which you want
0:28
to create rules. After you click on the specific mail you can go to the home settings which is
0:38
right here this one and if you don't have the view of this ribbon write me in the top section
0:46
like this view maybe you have a simplified ribbon. So let's just you know
0:54
just click on this little arrow right here and click classic ribbon to see all the
1:06
settings you can adjust to the emails. So now you want to go to the rules and as you can see
1:15
here are some two basic rules that Outlook makes for us. We can always move messages from hard
1:26
reset to hard reset one and for example you can click on this one and as you can see always move
1:41
messages from hard reset.tutorialoutlook.com and messages from the sender now are going to be sent
1:51
to the folder that I will choose right now. So for example let's say I want to choose the folder
1:59
that I have created earlier and select hard reset and then click ok. And now as you can see I don't
2:09
have any messages in the inbox section right here. Now I have all messages from hard reset
2:21
and the hard reset folder right here. You can also create more
2:28
and let's say more difficult rules by creating a rule and as you can see you can select here
2:43
from for example hard reset because we clicked on the mail from this sender specific sender
2:51
and we can select either we want to create rule from the specific sender or just for example with
2:59
the subject that contains something. Maybe you're getting a lot of emails with you know one specific
3:06
subject that contains some you know specific words or something. Maybe you know you're getting emails
3:15
about PR and something PR and something. So now you wanna click like right here for example PR
3:28
and then you wanna do the following. Select do the following and for example you wanna you can adjust display
3:45
in the new item alert window so you're going to get a notification about that an email with this
3:52
subject just came to you and again you can select move the item to folder and you can also select
4:06
the folder where you want to get these messages to. If you want to create like
4:18
more difficult rule again you can click on advanced options and as you can see here right now
4:26
there are a lot of options that you can select for example send only to me where my name is in the
4:39
TO box sender is in specified address book from RSS feeds which has an attachment for example
4:50
and you can select these rules. Let's for example say which is an automatic reply then click next and now you're going to select an action what is going
5:09
to happen with automatic reply messages that were sent to you. For example you can select delete it
5:18
assign the category print it you can select whatever you want to right here so let's just say
5:30
delete it for example then click next and as you can see right now you can select some
5:38
exceptions if necessary you don't need to do this as you can see there are a lot of exceptions too in this section so
5:51
I don't want to have any exceptions so let's just click next
5:56
and now you can specify a name for this specific rule so maybe let's say PR role
6:12
and as you can see you can set up rule options send run this rule now on messages already in
6:19
hard reset or turn on this rule so if you're going to click turn on this rule this rule is going to
6:27
work for every message that will come in the future to your inbox or you can run this role
6:38
now on messages already in the hard reset so let's just turn on this rule and click finish
6:49
and you have just created like more difficult role and also you can go to manage rules and alerts
6:58
so let's go to this one and as you can see we have now two rules and the rules are going to work
7:07
in the way that are put in right here as you can see we can move up or move down the specific
7:14
rule that we click on and if we click on the rule they are going here are some informations
7:23
what this rule does and as I said earlier it is important about you know
7:32
um setting the rules in the correct order because you can create a role that applies
7:41
to many emails for example maybe right here as we created these two roles
7:52
and the first rule that will be applied to the messages will be the role that is called hard
8:01
reset and as we set up this role earlier this role takes all the messages from hard reset to the
8:13
folder called hard reset and also we have the second role that is called pr
8:22
and every messages that have a pr in the subject are going to
8:30
and twitcher and automatic reply move it to hard reset folder and delete it and stop processing
8:36
rules and this one right here is very important because once this rule is going to be applied
8:47
the first one no other rules are going to be applied after again right here
8:56
this rule doesn't make any sense at all but it doesn't matter right now what I'm trying to say
9:02
that for example you have like the messages from hard reset and you add them in a hard reset folder
9:18
and you have messages with pr in the subject and you want them in the pr folder also so
9:29
um you wanna check the rules you have right here in this section and make sure that they are in the correct order
9:42
to make them work because you know many rules can just collide with each other and also if you want
9:51
to like edit a role you can just click on it and click change rule so you can edit rule settings
10:04
mark as high priority mark mark as low priority copy to a folder play a sound so let's just click
10:11
edit rule settings and this will bring you to the again rules wizard so you can do whatever
10:18
you want to do with this rule you can also delete some rules and let's say we want to change this
10:28
role right here because I want to show you one more option or maybe not let's just create
10:39
new rule so rules create new rule okay and as you can see we have these two
10:47
options right here do the following display in the new alert window and play a selected sound
10:53
if you are going to create select these two options right here this rule only will work
11:00
in this specific application on the specific computer this rule is not going to be like a
11:10
server rule but the role is going to be only this specific pc that you have set it up on
11:19
rule this rule is not going to work for example if you are going to open the outlook
11:26
on another computer in the web application or just in a browser this rule is not going to work but
11:34
if you create like a simple rule for example just a rule which moves specific emails to a
11:44
specific folder this type of rules are going to work everywhere there are going to be the
11:52
server rules so it means that they are going to work on every device sorry on every device that
12:01
you are going to log into your outlook and i think this is it about creating roles i hope
12:10
this video helped you if it did please hit the like and consider to subscribe to our channel
