Email filters can automatically move mail from your inbox to a selected folder, categorize messages by custom criteria, forward mail to another address, and much more.
Navigate to Outlook 2016 on your computer, then click on the Rules in the Home tab.
This will expand the options available where you may elect to.
o Edit an already existing rule by selecting Manage rules and Alerts
o Create a new rule.
When creating a new rule; To configure the triggers, select the conditions you would like under the subheading When I get email with all of the following conditionsyou can add more that 1 condition.
To configure the effects for this rule, make your preferred selection under the Do the following subheading.
On the initial screen some of the most commonly used conditions are available - By clicking on the Advanced button a lot more conditions are available to use.
After your inbox rule is properly configured, click OK to save it.
This will expand the options available where you may elect to.
o Edit an already existing rule by selecting Manage rules and Alerts
o Create a new rule.
When creating a new rule; To configure the triggers, select the conditions you would like under the subheading When I get email with all of the following conditionsyou can add more that 1 condition.
To configure the effects for this rule, make your preferred selection under the Do the following subheading.
On the initial screen some of the most commonly used conditions are available - By clicking on the Advanced button a lot more conditions are available to use.
After your inbox rule is properly configured, click OK to save it.
Navigate to your mail using the Portal, then click on the gear icon in the top right corner, and select Options.
On the right hand side some subheadings appear. Expand the Mail subheading, then expand Automatic processing and select Inbox and Sweep Rules.
Create a new inbox rule by clicking on the plus sign (+). You may also elect to:
o Edit the selected rule by clicking on the pencil.
o Delete a rule by clicking on the trash can.
o Adjust the order that these rules are applied using the arrows.
Once you’ve clicked the plus (+) sign, you will see the options below
o The Name box is used to identify this rule in your list of Inbox rules on the previous page, so should be named something descriptive.
To configure the triggers for this rule, make the proper drop-down selection under the When a message arrives, and select your conditions, you can add more that 1 condition by pressing the Add Condition button;
a. Select It was sent or received if you want to filter messages from specific senders, or messages with specific recipients.
b. Select It includes these words if you want to filter messages that contain specific words or phrases.
c. Select My name is if you want to filter messages sent to your account, messages where your account is the only recipient, where your account is CC’d, or messages where your account is not the primary account being contacted.
d. Select It’s marked with if you want to filter messages that have elevated importance or sensitivity based on the message options.
e. Select It’s if you want to filter messages with attachments, or messages of a specific type, classification, or flag.
f. Select It’s size is within the specified range if you want to filter messages in a specific size range.
g. Select It’s received within a specific date span if you want to filter messages based on when they were received.
To configure the effects for this rule, make the your preferred drop-down selection under the Do all the following option
o Select Move, copy, or delete if you want the filtered messages to be moved or copied to a specific folder, or deleted.
o Select Pin the message if you want to pin the filtered message.
o Select Mark the message if you want the filtered message to be marked as read, marked as junk, marked with a specific level of importance, or marked with a specific category.
o Select Forward, redirect, or send if you want the filtered message to be forwarded to a specific address, forwarded as an attachment to a specific address, redirected to a specified address, or sent as an SMS text message to another address
To add an exception, click Add Exception under Except if it matches any of these conditions.
After your inbox rule is properly configured, click OK at the top of the screen to create the rule. You should now see the rule with a check mark next to it in the list of Inbox and Sweep Rules.
On the right hand side some subheadings appear. Expand the Mail subheading, then expand Automatic processing and select Inbox and Sweep Rules.
Create a new inbox rule by clicking on the plus sign (+). You may also elect to:
o Edit the selected rule by clicking on the pencil.
o Delete a rule by clicking on the trash can.
o Adjust the order that these rules are applied using the arrows.
Once you’ve clicked the plus (+) sign, you will see the options below
o The Name box is used to identify this rule in your list of Inbox rules on the previous page, so should be named something descriptive.
To configure the triggers for this rule, make the proper drop-down selection under the When a message arrives, and select your conditions, you can add more that 1 condition by pressing the Add Condition button;
a. Select It was sent or received if you want to filter messages from specific senders, or messages with specific recipients.
b. Select It includes these words if you want to filter messages that contain specific words or phrases.
c. Select My name is if you want to filter messages sent to your account, messages where your account is the only recipient, where your account is CC’d, or messages where your account is not the primary account being contacted.
d. Select It’s marked with if you want to filter messages that have elevated importance or sensitivity based on the message options.
e. Select It’s if you want to filter messages with attachments, or messages of a specific type, classification, or flag.
f. Select It’s size is within the specified range if you want to filter messages in a specific size range.
g. Select It’s received within a specific date span if you want to filter messages based on when they were received.
To configure the effects for this rule, make the your preferred drop-down selection under the Do all the following option
o Select Move, copy, or delete if you want the filtered messages to be moved or copied to a specific folder, or deleted.
o Select Pin the message if you want to pin the filtered message.
o Select Mark the message if you want the filtered message to be marked as read, marked as junk, marked with a specific level of importance, or marked with a specific category.
o Select Forward, redirect, or send if you want the filtered message to be forwarded to a specific address, forwarded as an attachment to a specific address, redirected to a specified address, or sent as an SMS text message to another address
Important Notice: When forwarding a message, the rule adds “FW:” to the subject, change some of the message forwarding, and sends the message to the specified account. The recipient sees that the message came from you.
When redirecting a message, the message is sent, unchanged, the the specified account. To the recipient, the message appears as though it came directly from the original sender.
When redirecting a message, the message is sent, unchanged, the the specified account. To the recipient, the message appears as though it came directly from the original sender.
To add an exception, click Add Exception under Except if it matches any of these conditions.
After your inbox rule is properly configured, click OK at the top of the screen to create the rule. You should now see the rule with a check mark next to it in the list of Inbox and Sweep Rules.