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If you are sharing rules with someone else, at this point, you have a rules le that you can send to the other person. The following section explains how to restore rules, which is the process the other person would use to import your rules.
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Backing Up and Restoring Rules
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Outlook 2007 stores server-side rules in your Exchange Server mailbox, so in principle, there is no reason to back up your server-side rules. We say in principle because that point of view assumes that the Exchange Server administrator is performing adequate backups of your mailbox so that you won t lose your messages or your rules. It s still a good idea to back up server-side rules just in case, using the method explained in the preceding section, Sharing Rules with Others. Outlook 2007 stores client-side rules in the default mail store that is, the .pst le de ned in your Outlook 2007 pro le as the location for incoming mail. Storing the rules in the .pst le simpli es moving your rules to another computer, because you
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are also likely to move your .pst le to the other computer to retain all of your Outlook 2007 items. To make this process work, however, you need to add the .pst le to the second computer in a certain way. Outlook 2007 checks the default mail store .pst le for the rules, but it doesn t check any other .pst les you might have added to your pro le. So if you added an e-mail account to the pro le and then added the .pst le from your old system, you won t see your rules. One of the easiest methods for making sure things get set up correctly is to add the .pst le to your pro le before you add the e-mail account. Then when you add the account, Outlook 2007 uses the existing .pst le as the default store. The result is that your rules will be available without any additional manipulation. Here s how to make it happen: 1. Right-click the Outlook icon on the Start menu, and then choose Properties. Or click the Mail icon in Control Panel. 2. In the Mail Setup dialog box, click Show Pro les. 3. Click Add, type a name for the pro le, and then click OK. 4. Click Cancel. When asked whether you want to create a pro le with no e-mail accounts, click OK. 5. Click Properties to open the newly created pro le. 6. Click Data Files to display the Data Files tab in the Account Settings dialog box. 7. Click Add, and then click OK in the New Outlook Data File dialog box. 8. In the Create Or Open Outlook Data File dialog box, browse to and select the .pst le that contains your rules, and then click OK. 9. Click OK in the Personal Folders dialog box.
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10. In the Account Settings dialog box, click the newly added data le, and then click Set As Default. 11. Add your e-mail accounts to the pro le. 12. Click Close, click Close again, and then click OK to close the pro le properties. When you start Outlook 2007, you should now have access to the rules stored in the .pst le, plus all of your existing Outlook 2007 items.
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Using the Organize Pane to Create Rules
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The Rules Wizard isn t the only method you can use to manage messages in Outlook 2007. Using the Organize pane provides an easier way to create certain types of rules, making it an attractive alternative for novice users. With this method, however, you do have fewer options and less exibility.
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When you choose Tools, Organize with the Inbox open, Outlook 2007 changes the view to include the Organize pane at the top of the view, as shown in Figure 11-12. The Organize pane includes three modes:
Using Folders Use this mode to move selected messages into a speci ed folder. Using Colors Use this mode to apply a speci ed color to messages with a speci c sender or recipient. Outlook 2007 changes the color of the message header in the Inbox accordingly. You can also color messages sent only to you. Using Views Use this mode to choose a view for the Inbox.
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