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Understanding Message Rules
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A message rule de nes the actions that Of ce Outlook 2007 takes for a sent or received message if the message meets certain conditions speci ed by the rule. For example, you might create a rule that tells Outlook 2007 to move all messages from a speci c Post Of ce Protocol 3 (POP3) account into a speci ed folder rather than leaving them in your default Inbox. Or you might want Outlook 2007 to place a copy of all outgoing high-priority messages in a special folder. In Outlook 2007, you use one or more conditions for de ning a message rule. These conditions can include the account from which the message was received, the message size, the sender or recipient, speci c words in various elds or in the message itself, the priority assigned to the message, and a variety of other conditions. In addition, you can combine multiple actions to re ne the rule and further control its function. For example, you might create a rule that moves all your incoming POP3 messages to a folder other than the Inbox and also deletes any messages that contain certain words in the Subject eld. Although not a complete list, the following are some of the most common tasks you might perform with message rules: Organize messages based on sender, recipient, or subject. Copy or move messages from one folder to another. Flag messages. Delete messages automatically.
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Reply to, forward, or redirect messages to individuals or distribution lists. Respond to messages with a speci c reply. Monitor message importance (priority). Print a message. Play a sound. Execute a script or start an application.
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For details on how to generate automatic replies to messages, see Creating Automatic Responses with the Out Of Of ce Assistant and Creating Automatic Responses with Custom Rules in 13.
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Whatever your message processing requirements, Outlook 2007 probably offers a solution through a message rule, based on either a single condition or multiple conditions. You also can create multiple rules that work together to process your mail. As you begin to create and use message rules, keep in mind that you can de ne a rule to function either when a message is received or when it is sent. When you create a rule, you specify the event to which the rule applies. You create all message rules in the same way, regardless of the speci c purpose of the rule. Rather than focusing on de ning rules for speci c tasks, this chapter explains the general process of creating rules. With an understanding of this process, you should have no problem setting up rules for a variety of situations. In fact, creating message rules is relatively easy, thanks to the Outlook 2007 Rules Wizard. In Outlook 2007, choose Tools, Rules And Alerts. You ll rst see the Rules And Alerts dialog box, shown in Figure 11-1. The E-Mail Rules tab contains all the existing rules that you have de ned. Outlook 2007 applies the rules in the order in which they are listed, an important fact to consider when you re creating rules. To start the Rules Wizard, click New Rule. You might use certain rules all the time but use others only at special times. Each rule includes a check box beside it. Select this check box when you want to use the rule; clear it when you want to disable the rule.
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You can t open the Rules And Alerts dialog box if you are working of ine with a Microsoft Exchange Server account.
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Understanding Message Rules
Figure 11-1. The Rules And Alerts dialog box displays existing rules and allows you to create and modify message rules. For more information about determining the order in which message rules execute, see Setting Rule Order later in this chapter.
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