Cách tạo rule trong outlook

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Your email inbox always seems full of new messages. Decidingwhat to vị with each message can seem overwhelming. You may even be lateresponding to lớn an important message because you didn"t notice it in all theclutter. MS Outlook rules can help.

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If you know how khổng lồ set up rules in Outlook, you can makesure similar emails are always grouped together. This will help you prioritizeyour income e-mail and stay organized. You can also use Outlook rules lớn dealwith thư điện tử message types you receive frequently such as newsletters andannouncements. You can even phối up a rule khổng lồ automatically delete certain typesof emails.

In this tutorial, we"ll answer the question:what is a rule in Outlook? You"ll also learn how to create a rule in Outlookand also how to import or export Outlook rules. Finally, we"ll explain how youcan edit or delete Outlook rules.

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Now let"s take a closer look at rules in MS Outlook.

WhatAre Outlook Rules (and How Are They Used?)

Youmay be wondering: what is a rule? A rulein Microsoft Outlook is a set of actions that Outlook performs automaticallywhen certain conditions are met. You can define the conditions for a rule usingOutlook’s Manage Rules và Alertstool. A rule can be a big timesaver if you often perform the same actions onsimilar emails.

Outlookalso has a Rules Wizard available tomake the process of creating rules even easier. The Rules Wizard has commonly used rules already phối up. All you’ve gotto vày is customize each rule in the wizard with your own choices. 

How to Create Rules in MS Outlook Using the Rules Wizard (Video)

In the screencast above learn how to lớn use the Rules Wizard in Microsoft Outlook. Or, read on for comprehensive written instructions khổng lồ help you create và modify rules in Outlook.

1. Howto Move a Message Into a folder Using a Rule

Byfar the most common rule that people create is one that automatically sendscertain messages to lớn a folder. You can vị this quickly & easily from with thisOutlook shortcut. The shortcut also includes a few other common actions.

Startwith your email inbox open. Select the message you want khổng lồ automatically moveinto a folder by clicking on it. Click Home> Rules. Select Create Rulefrom the drop-down menu. The Create Ruledialog box appears:

The đứng đầu portion of the Create Rule dialog box is already filled out based on the e-mail you selected.

Noticethe vị trí cao nhất of the dialog box is already filled out with the From, Subject, and To fields from your selected email. Toselect one or more of these conditions as is, simply check in the kiểm tra box tothe left of them. You can also type in a new subject and/or select a new emailrecipient (if you’ve got a lot of emails going khổng lồ your inbox).

In the bottom section, you can select up khổng lồ three actions toperform on an e-mail that meets the defined criteria.

Display the thư điện tử in a New cửa nhà Alert window onyour desktop. Play a sound when an thư điện tử meeting the criteriais received.Move the thành tựu to a thư mục you select
Chooseone or more actions from the list. Define those actions và then click the OKbutton lớn save your choices. Continue to lớn click OK. Aprompt appears asking if you’d like to run the rule on the e-mail already inyour inbox. You’ve just created a rule. 

2. How lớn Use the Rules Wizard

Ifyou need more options for your MS Outlook rule, use the Rules Wizard. Let’s get started:

Step1. Access the Rules Wizard

Startwith your mở cửa email inbox. Click the Filetab. The Account Information windowdisplays:

From the Account Information window click the Manage Rules & Alerts box.

Clickthe Manage Rules & Alerts box toaccess the Rules và Alerts dialogbox:

Select the New Rule thực đơn option.

Clickthe New Rule menu option in theupper left of the dialog box. The RulesWizard appears:

The first screen of the Outlook Rules Wizard.

Note: You can also access the Rules Wizardfrom Advanced Option of the Create Rule dialog box.

Step 2. Choose a Template From the Outlook Rules Wizard

Atthe vị trí cao nhất of the Rules Wizard, you’llsee a danh mục of pre-defined rule templates in two categories:

Stay Organized Stay Up khổng lồ Date

You’llalso see the category Start from a blank rule. You would use this category to lớn create a rule if you didn"t want lớn start with one of the pre-defined templates.

Reviewthe existing rule template list and click on the one that meets your needs toselect it. Then click the Nextbutton. For the purposes of this tutorial, I’ve selected the “Move messagesfrom someone lớn a folder” template. If you select a different template, yourchoices may vary.

Step3. Customize the Rule Conditions

Afteryou select a rules template, the Rules Wizarddisplays a menu of conditions lớn apply khổng lồ the template with a kiểm tra box by eachcondition:

Choose the conditions for your rule.

Checkthe box next lớn each condition you want lớn apply to the rule. The conditionsyou’ve selected appear in the box under Step2 in the Rules Wizard. Chú ý thehyperlinks in each condition. Click on each hyperlink khổng lồ customize the rulewith your own requirements. Here’s an example of what appears when I click the importance hyperlink:

You can choose an importance màn chơi for the emails you want lớn apply the rule to.

Continuingclicking on each hyperlink to make the condition specific to lớn your needs. Whenyou’ve finished, click the Nextbutton.

Step4. Customize the Rule Actions

Onceyou’ve customized the rule conditions you’re ready to lớn customize the ruleactions. The Rules Wizard displays various actions you can apply lớn this rule:

Select an action to perform on messages that meet the conditions.

Thisscreen works like the earlier RulesWizard screen. Select actions you want to địa chỉ to this rule by checking thecheck box next khổng lồ each selected action. Click the hyperlink in the Step 2 segment of the screen to lớn makethe kích hoạt more specific. When you’re done making your selections, click the Next button to lớn move to lớn the next screenin the Rules Wizard. 

Step 5. Phối Up Exceptions khổng lồ the Rule

Thenext Rules Wizard screen is verysimilar khổng lồ the previous two, except in this case you’re defining any exceptionsto the rule. When you’ve finished defining rule exceptions, click the Next button again.

Step6. Name the Rule & Turn It On

Inthe final Rules Wizard screen, you’re prompted to lớn name the rule:

When you"ve defined the rule in Outlook you"re ready to lớn name it.

Type the rule name in the indicated space. If you want torun the rule on existing messages, check the box next khổng lồ the first box. Khổng lồ turnthe rule on, kiểm tra the second kiểm tra box. If you’ve got more than one account, check the third box.

Whenyou’re finished customizing the rule, click the Finish button. The Rules andAlerts dialog box appears. Click Applyand then click OK to activatethe rule.

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You’vejust created a rule in MS Outlook!

4.How to lớn Import or Export a Rule

Rulescan be imported or exported. This can be especially helpful if you migrate to adifferent version of Outlook. I’ve also been able to use this feature to shareOutlook rules between different Outlook users.

Caution: Ifthe exported rule involves a specific folder or anything else specific lớn youremail, the Outlook importing the rule must have the same folder.

Let’s get started.

Step1. Export a Rule

Startwith your open email inbox. Click the Filetab. The Account Information windowdisplays. Click the Manage Rules &Alerts box khổng lồ access the Rules andAlerts dialog box. Click Optionsfrom the menu at the vị trí cao nhất of the screen. The Options dialog box appears: 

You can export rules you"ve already created.

Note: You can also access the Rules and Alertsdialog box from Rules optionunder the Home tab on your ribbon.

Clickthe Export Rules button. A File Explorer window opens:

Type the file name of the rule you want to lớn export.

Navigateto the directory where you want khổng lồ store your exported rules file. Type thename of the tệp tin you want lớn store the rules in and the click Save.

Step2. Import a Rule

Theprocedure khổng lồ import a rule is like the export rule procedure with a fewdifferences.

Startwith your mở cửa email inbox. Click the Filetab. The Account Information windowdisplays. Click the Manage Rules &Alerts box to lớn access the Rules andAlerts dialog box. Click Optionsfrom the thực đơn at the top of the screen.

Whenthe Options dialog box appears,click Import Rules instead of Export Rules. When the file Explorerwindow opens, navigate khổng lồ the directory where you’ve got the imported rulessaved. Click on the tệp tin name to lớn select it và click Open. Click OK to lớn importthe rule.

Note: Ifsome of the parameters are missing for an imported rule you’ll get an errormessage. An example would be if a folder used by the rule isn’t phối up in youremail.

5.How to Edit a Rule

Supposeyou’ve got a rule mix up for how khổng lồ handle a certain type of e-mail in Outlook,but you need to lớn change the rule. With Outlook, you can easily edit an existingrule to change it. Here’s how:

Step1. Open the Rules and Alerts Dialog Box

Startwith your inbox open. Click the File> Manage Rules và Alerts. The Rulesand Alerts dialog box opens:

Selecta rule from the list. Click the ChangeRule menu option at the đứng top of the dialog box. The Change Rule pop-up menu appears:

You can change the name of an existing rule in Microsoft Outlook.

Note: You can also get tothis pop-up menu from Rules > ManageRules & Alerts > Change rule on the Home tab in your Outlook inbox.

Fromthis thực đơn you’ve got three choices:

editmore than one rule setting at a timequickly rename the rule

quicklyadd or change a single rule action

Let’slook at each of these options separately.

Step2. Edit Multiple Rule Settings

Toedit more than one rule setting, click the EditRule Settings option on the ChangeRule pop-up menu. The system re-opens the Rules Wizard for the selected rule. Use the Rules Wizard to make changes khổng lồ the conditions, actions, andexceptions.

Step3. Quickly Rename the Rule

Ifall you want to bởi is rename the selected rule, there’s no need khổng lồ re-open the Rules Wizard. Instead, select the Rename Rule option from the Change Rule pop-up menu. The systemprompts you khổng lồ type in the new name for the selected rule:

You can rename a rule in Microsoft Outlook.

Whenyou’ve finished typing the rule name, click the OK button.

Step4. Add or Change One or More Rule Actions

There’s also no need khổng lồ re-open the Rules Wizard if all youwant to vì is change a few common actions. The ChangeRule pop-up thực đơn has some shortcuts for common actions beneath the Rename Rule option:

You can change a few Microsoft Rule actions without re-opening the Rules Wizard.

Active actions appear with a xanh box around the action iconin the pop-up menu. To lớn turn a single action on or off for the selected rule,simply click on it.

For some actions, that’s all you need khổng lồ do. For otheractions a second dialog box displays when you add that action. The seconddialog box lets you provide more specific information. 

For example, If you click the Copy to Folder option a dialog box appears so that you can selectthe correct folder:

You can copy a Microsoft Outlook Rule.

When you’ve finished making changes lớn the selected rule,click OK on the Rules & Alerts dialog box.

6. How khổng lồ Delete a Rule

Ifyou no longer need a rule, you can delete it. Start with your inbox open. Clickthe File > Manage Rules và Alerts.The Rules & Alerts dialog boxopens:

In Outlook you can delete rules you no longer need.

Note: You canalso get lớn the Rules và Alertsdialog box from Rules > Manage Rules& Alerts on the Home tab inyour Outlook inbox.

Selectthe rule you want khổng lồ delete by clicking the checkbox next khổng lồ it. Then, clickthe Delete option (it looks like anX) on the thực đơn towards the đứng đầu of the Rulesand Alerts dialog box. A prompt appears asking if you really want to: Delete rule . Click Yes, then click the OK button at the bottom of the Rules & Alerts window.

Learn More About Outlook

Study the tutorials below to lớn learn more about MS Outlook:

More Helpful e-mail Tips và Strategies

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Conclusion

Keep your inbox messages organized using Outlook rules. Youcan automatically sort messages into the appropriate folders by setting uprules in Outlook. Now that you know how khổng lồ use Outlook rules, your messageswill always be handled properly và your inbox will be organized.