When working with a large number of e-mail boxes, or different types correspondence, it is very convenient to sort letters into different folders. This opportunity is provided by the mail program Microsoft Outlook. Let's find out how to create a new directory in this application.
In Microsoft Outlook, creating a new folder is quite simple. First of all, go to the "Folder" section of the main menu.
From the presented list of functions in the ribbon, select the item "New folder".
In the window that opens, enter the name of the folder under which we want to see it in the future. In the form below, select the type of elements that will be stored in this directory. It can be mail, contacts, tasks, notes, calendar, diary, or InfoPath form.
Next, select the parent folder where the new folder will be located. It can be any of the existing directories. If we do not want to reassign the new folder to some other, then we select the account name as the location.
As you can see, a new folder has been created in Microsoft Outlook. Now you can move those letters here that the user considers necessary. Optionally, you can also set up an automatic move rule.
The second way to create a directory
There is another way to create a folder in Microsoft Outlook. To do this, click in the left part of the window on any of the existing directories that are installed in the program by default. These folders are: Inbox, Sent Items, Drafts, Deleted Items, RSS Feeds, Outbox, Junk Mail, Search Folder. We stop the choice on a specific directory, based on the purpose for which the new folder is required.
So, after clicking on the selected folder, a context menu appears, in which you need to go to the item "New folder ...".
Create a search folder
The algorithm for creating a search folder is slightly different. In the "Folder" section of Microsoft Outlook, which we talked about earlier, on the ribbon of available functions, click on the "Create search folder" item.
In the window that opens, we configure the search folder. We select the name of the mail type for which the search will be performed: “Unread letters”, “Letters marked for execution”, “Important letters”, “Letters from the specified addressee”, etc. In the form at the bottom of the window, indicate the account for which the search will be performed, in case there are several of them. Then, click on the "OK" button.
After that, a new folder appears in the "Search folders" directory with the name the type of which was selected by the user.
As you can see, there are two types of directories in Microsoft Outlook: regular and search folders. The creation of each of them has its own algorithm. Folders can be created both through the main menu and through the directory tree on the left side of the program interface.
So, we covered the main aspects of working with email: creating a message, sending and receiving, as well as responding, forwarding and setting parameters. email... All this, no doubt, allows you to organize your communication activities at a decent level. But the features of Outlook discussed below allow not only to organize this process, but also to optimize it, which makes Microsoft Outlook the leader among the mail software.
Rule Wizard is a dedicated Outlook tool that helps you process email. Rules define the actions that should be automatically performed for certain messages. The created rule is applied microsoft program Outlook to incoming or outgoing messages.
Outlook rules
Rules - it is a set of conditions, actions and exceptions for processing and ordering messages. Each rule consists of three elements: one or more conditions describing the messages to which this rule applies; one or more actions that define the operations to be performed on messages that match the conditions; and one or more exceptions that indicate which messages this rule should not apply to. For example, you can automatically move all messages received from your supervisor (condition), except for those messages that are of high importance (exception), to a separate folder (action).
Table 9.7 shows the standard types of rules and their description.
| Rule type | Rule description |
| Checking messages after receiving | Apply this rule when messages are received |
| Checking messages after sending | Apply this rule when messages are sent |
| Moving new messages from someone | Apply this rule when messages are received from<отправители или список рассылки> move to folder<имя> |
| Notice when you receive important messages | Apply this rule when messages are received that are addressed to me and are of high importance. Notify me using notification<текст> |
| Moving messages based on content | <текст> in the text or in the Subject field. Move to folder<имя> |
| Deleting a discussion | Apply this rule when messages containing<текст> in the Subject field. Delete them |
| Flagging messages from someone | Apply this rule when messages are received from senders or mailing list\u003e. Set a mark for them<действие и срок> |
| Defining the categories of messages sent | <получатель или список рассылки>... Put them in a category<имя> |
| Definition of category based on content | Apply this rule when messages containing<текст> in the text or in the Subject field. Put them in a category<имя> |
| Moving sent messages | Apply this rule when sent messages addressed to<получатель или список рассыл-ки>... Move copy to folder<имя> |
| Stop processing all the following rules | Apply this rule when a message is received. Stop further processing of rules |
Table 9.7. Standard types of rules and their description
Create a rule
Let's see how the Rules Wizard works with the following example. Let's say that you are an Internet subscriber and every day you receive messages from the subscription server (in my case, this is the news of the day from CityCat). A natural desire is to automatically move news into a folder specially created for them. But let's say that in addition to news from CityCat, there are also weather reports. Moreover, if the message (news) will have an attachment, I would not want to put it in this folder.
Thus, you can set the following rule: "Move new messages to folder CityCat provided the sender is CityCat and the subject of the message contains the text "news", unless the message contains an attachment ".
Example 9.31. Create a rule
\u003e Tools\u003e Rule Wizard ...
Create ...
Create rule based on template
Kind of rules Move new messages from someone
Rule description
Name City cat
Name: \u003d <Имя папки>
Move to Inbox
<Текст>
Add new: \u003d<текст> (fig.9.47)
Name of Rule: \u003d <Имя правила>
Execute this rule on messages that are already in the Inbox
After pressing the button Done (Finish) the folder item rule will run User properties (Personal Folders). The rule is now fully operational.
Working with rules
All created rules are in the list Apply rules in the following order (Apply rules in the following order) dialog Rule Wizard (Rules Wizard). You can create, modify, rename and delete rules using the corresponding buttons.
If necessary, you can disable or enable the rule execution mode. To do this, uncheck or check the box next to the mode name.
If there is more than one rule, you can change the sequence of their execution using the buttons Up (Move Down) and Down (Move Up). In some cases, the order in which the rules are executed is important.
Also, in addition to automatic, the Rule Wizard supports manual execution of created rules.
Example 9.32. "Manual" rule execution
Execute ...
Including subfolders
Apply to All messages
Execute
To conclude this section, I would like to provide some notes and tips for working with the Rule Wizard.
- Think very carefully about how you will structure your messages. It is important to clearly understand outlook work with your chosen structure. So, for example, you can create folders of the same type for each of the contacts, containing subfolders: Inbox (Inbox) - for messages received from the contact, and Sent (Sent Items) - for sent to him.
- When creating a rule, think over its entire algorithm. Make sure that the rule does not overlap with others and does not contradict itself, so that later you do not look for the message where it does not exist. Sometimes in such cases, the Rule Wizard issues an incompatibility warning.
- If the message does not meet any of the rules, it is placed in the folder Inbox (Inbox)
- Don't forget about one more general structuring tool - Categories (Category). Create categorization rules for typical messages.
I think any Exchange administrators and technical support staff faced incorrectly configured Outlook rules and often had to spend a lot of time trying to figure out the problem. If it were possible to manage rules remotely without interrupting the user's work, it would greatly help many.
Fortunately, if you are using Exchange Server 2010 then you are the lucky one. We can use the Exchange Management Shell and a few cmdlets to do all the action on the rules. We have the ability to create, delete, disable and modify rules mailbox no user interaction!
Understanding processing rules
Server-side rules do not require any action from the local machine. The following can be shown as examples of such rules: changing the importance of a message, moving an incoming message to a specific folder, deleting a message, etc.
Client-side rules require outlook processing, an example of such a rule would be to move a specific message to a PST folder. This rule cannot be processed on the server side, since the server does not work with PST files in this context.
When you create a rule in Outlook and some of the options require client-side processing, Outlook warns you with the following message:
Why is it important to know the difference between rule processing types? When we manage the rules using the Exchange Management Shell, all client-side rules will be removed.
Creating rules in Outlook 2010 ...
It's easy to create rules with Outlook 2010. To do this, click the button Rules, located in the menu Homethen press Manage Rules & Alerts ...and you will see a list of all the rules. If you have any custom rules, they are marked as (client-only)at the end of each rule.
View rules via EMS
Now that we know how to create rules using Outlook 2010, it’s time to learn how to get a list of all the rules for a specific user through the Exchange Management Shell.
The cmdlet used to get the list is called Get-InboxRule:
Get-InboxRule –Mailbox
If you want to see a specific rule, use the command
Get-InboxRule –Mailbox
For a more convenient viewing of the rules, use the following construction:
Get-InboxRule –Mailbox
Rule change
Suppose your manager has a rule that sets a blue category for messages containing the word Payroll. However, this morning he suddenly decided that it would be a lot more fun if these emails were given the red category and marked as important.
We have various ways to solve this problem: we can send a technical support employee who will correct the rule on the spot in 10 seconds, or we can connect to the manager remotely and execute this action, or we can use this guide and do everything quickly and beautifully without interrupting the user's work.
Does a solution that will take minimal time and will not expose you once again in the face of your superiors seems more preferable? So let's do this. First, let's run the cmdlet from the previous section to view the rules.
Now let's look at the rule in more detail using the cmdlet:
Get-InboxRule -Mailbox Anderson -Identity “Subject contains‘ Payroll ’”
and in the following figure we can see that we need to change the ApplyCategory and MarkImportance attributes.
Now we know the attributes we need, from our manager we know what values \u200b\u200bwe need to assign to them, let's do it:
Set-InboxRule -Mailbox Anderson -Identity "Subject contains‘ Payroll ’" -ApplyCategory (Red Category) -MarkImportance 2
Now let's check the rule and make sure everything works.
Disable or remove rules
We also have the ability to disable or remove rules. Suppose that our leader again changed his mind (sometimes they have something to do) and now he does not want what with messages containing the word Payroll there were any changes. We can accomplish this by simply disabling the rule with the following cmdlet:
Disable-InboxRule -Mailbox Anderson -Identity "Subject contains‘ Payroll ’”
The result can be seen in the figure below:
If you want to completely remove a rule, the process is very similar, except for a cmdlet. Use:
Remove-Inboxrule –Mailbox
The cmdlet will ask you to confirm the deletion. Press Y and the rule will be deleted
Creating rules with EMS
Along with modifying, deleting and disabling rules, we can also create new rules using the Exchange Management Shell. Suppose we need to create a rule in which any message coming from the IT department will be assigned an orange category and high importance.
For creating this rule the following cmdlet will be used:
New-InboxRule -Mailbox anderson -Name ADM_ITRule -From [email protected] -ApplyCategory ‘Orange Category’ -MarkImportance ‘High’
Using this concept, we can create rules for a group of users. Let's say we need to set up the previous rule for all users. We can do this with the following cmdlet:
Get-Mailbox | foreach (New-InboxRule -Mailbox $ _. Name -Name
Remember what was said at the very beginning of the article. After running this script, all rules running on the client side will be removed. In the case of this particular script, all rules will be deleted for all users. Be carefull.
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Maybe not everyone knows that Outlook has a very convenient system for sorting letters into folders. If you receive letters from different companies / people, then you can create a folder structure so that letters from each company are in a separate folder.
For example, (Fig. 1) I have created folders for letters from colleagues.
To create a rule for automatically sorting messages, click right click mouse on the letter that you want to automatically move and select " Create rule"(Fig. 2).
If there is no such folder, then click the " Create ...»To create a folder. (Fig. 3)
Click " OK". In the window that opens, check the box and click " OK"(Fig. 4).
After that, all letters from this sender will not be sent to the Inbox folder, but to the one you selected.
If you need to configure the receipt of letters from Company with the addresses [email protected], then you can configure automatic sorting for all letters that end with @ compamy.ru.
To do this, when creating a rule, check only the checkbox “ Move item to folder"And press the button" Additionally"(Fig. 5).
Then enter the ending e-mail addresses (for example company.ru) and click "Add". Then click " OK"(Fig. 7).
Everything, the rule has been created. Now all letters from company will not be sent to the Inbox folder, but to the one you have selected. Similarly, you can configure the sorting of letters by many other parameters (see Fig. 6).
Use inbox rules to automatic execution certain actions with messages that come to it.
For information on how to use archive, cleanup, and other tools, see Organize your inbox with archive, cleanup, and other tools in Outlook.com.
Create Inbox Rule
Rules are applied to incoming messages and can be created in any folder.
To quickly create a rule that moves all messages from a specific sender or set of senders to a folder, in the message list, right-click the email for which you want to create a rule and select Create rule.
Select the folder to which all messages from this sender or a set of senders should be moved, and then click OK.
Click the button OK.
If you want to do other things besides moving the message from a specific sender or set of senders to a folder, select Extra options.
Each rule must have at least three elements: name, condition and action. Rules can also contain exceptions to conditions. At each stage, you can add multiple conditions, actions or exceptions using the buttons Add condition, Add action and Add an exception.
If you do not want other rules to be processed after this, check the box Stop further processing of rules... For more information, see Stop processing additional rules in Outlook.com.
Change the Inbox rule
Note: Some rules created in other versions of Outlook are not processed in Outlook.com. This rule cannot be met or changed in Outlook.com.
Deleting an Inbox Rule
Also good to know ...
You may have created a rule to forward or forward messages you receive to a different email address. In this case, it is important to know how redirection and redirection differ.
Forwarding consists of sending a letter received by you to another recipient. If the recipient answers, his reply will be sent to the address from which the above message was forwarded.
The forwarded message retains the original sender on the From line. When the recipient to whom the message was forwarded replies, their reply will go to the original sender.
Any additional questions?
