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Mail Rules Setup

 Setting up Mail Rules in Outlook

Mail rules are an easy way to setup Outlook to sort the mail for multiple accounts as it comes in. This walk - through will setup Outlook to take each piece of mail coming in and send it directly to a specified folder so that multiple accounts mail doesn't all come into the one single inbox. To begin click Tools at the top, then go down to Message Rules, then click on the word Mail.

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Since you will likely not have message rules already at the time you are reading this you will see a new window pop up that will be titled "New Mail Rule". In that window you will have for boxes that are used to setup your mail rule functions. In the first box you will need to click the down arrow on the right side of the box four times until you see the option for "Where the message is from the specified account" and put a check mark in the box.  

In the second box you need to put a check mark in the first option "Move it to the specified folder". Once you follow these steps you will see these options appear in the third box and both of the words specified will be in blue.

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Now the third box should look exactly like the example above.  The next step is to click once on the first word specified in the sentence "Where the message is from the specified account". Click on the blue link and it will bring up the box shown below. This is where you select which email account you are setting the rules for. Click on the upside down triangle to show all the accounts available and click on the one you want then click the OK button.

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After you click OK you go to the New Mail Rule box Now you click on the second word specified that's located in the sentence "Move it to the specified folder". Once you click there the box below will pop up. You will see that "Local Folders" is highlighted. Anytime you come to this screen you need to make sure that the first thing you do is highlight Local Folders before you do anything else. Now click the New Folder.

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Type in the name of the folder you want here. We suggest that you use the name of the person the Rule is being made for.  Once you are done click the OK button and go to the next step.

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Once you click OK you will return to the Move window and you should see your new folder there at the bottom of the list under Drafts. Make sure that this folder is highlighted and then click the OK button.

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This time you return to the New Mail Rule window and you will see that the words specified are replaced with your account name and the second word specified is replaced with what you named the new folder. This basically means that all the mail for that account will go to the folder that you created. Now all that's left to do is to erase "New Mail Rule #1" and replace it with the name of the person the rule was made for. Then click the OK button and it will send you to the screen displayed below.

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Now you are at the Message rules screen and you should see the Rule that you just made sitting there with a check mark beside it.  If you wish to create another rule simply click new and follow the same steps you already went through, and when you are done click the OK button and you will return to Outlook and are ready to start getting mail.

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