Outlook - Organize Your Messages with Rules Video

Learn how to organize your messages with rules in Outlook to automate email management and save time. Follow simple steps to create and manage rules, set conditions to move specific emails, define actions like moving emails to specific folders, and handle exceptions. Discover how to efficiently manage existing rules and streamline your email workflow.

  • 02:01
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Objectifs :

This tutorial aims to teach users how to create and manage rules in Outlook to automate email management, thereby saving time and improving efficiency.

Chapitres :

  1. Introduction to Email Rules in Outlook
    In this tutorial, we will demonstrate how to create and manage rules in Outlook. These rules help automate email management, allowing you to save time and keep your inbox organized.
  2. Accessing Email Settings
    To begin, click on the settings icon, represented by a gear, located at the top right corner of the Outlook interface. On the left side, select 'Email'. In the center of the screen, choose 'Rules' from the options available in the right pane.
  3. Creating a New Rule
    To create a new rule, click on the 'Add a new rule' button in the right-hand menu. Start by giving your rule a descriptive name, which will make it easier to manage and understand later.
  4. Setting Conditions for the Rule
    Next, choose a condition for your rule. For example, to move emails containing a specific word, select 'Subject includes'. Enter the keyword you want to target, such as 'invoice', to filter those specific emails.
  5. Defining Actions for the Rule
    After setting the condition, select the action to perform. In this case, you would want to move the emails to the 'Accounting' folder. To do this, select 'Move to', then click on 'Select a folder' and choose 'Accounting'. Finally, click 'Save' to apply the rule.
  6. Understanding Rule Functionality
    Once the rule is applied, all emails that match the criteria will disappear from your inbox and appear in the designated 'Accounting' folder. You can create rules with multiple conditions and actions, as well as define exceptions.
  7. Creating Exceptions
    For instance, you can set a rule where all emails from a specific sender containing the word 'launch' in the subject line will be tagged in blue and moved to the 'Launches' folder, unless the subject also contains the word 'delay'. In that case, the email will remain in the inbox and will not be processed by the rule.
  8. Managing Existing Rules
    To manage your existing rules, return to the settings in the email section and select 'Rules'. Here, you will see a list of all your rules along with their descriptions. You can click the pencil icon to edit a rule or the trash icon to delete it.
  9. Disabling and Reactivating Rules
    If you wish to temporarily disable a rule, you can toggle the switch next to it. To reactivate the rule, simply toggle the switch again.
  10. Conclusion
    You now know how to create, apply, and manage rules in Outlook to automate your email management. This knowledge will help you maintain a more organized inbox and improve your overall productivity.

FAQ :

How do I create a rule in Outlook?

To create a rule in Outlook, click on the settings gear icon, select 'Email', then 'Rules'. Click on 'Add a new rule', name your rule, choose a condition, specify the action, and save it.

What types of conditions can I use in Outlook rules?

You can use various conditions such as 'From', 'Subject includes', or 'Body includes' to filter emails based on specific criteria.

Can I set exceptions for my Outlook rules?

Yes, you can define exceptions for your rules to prevent certain emails from being processed, such as emails containing specific words.

How do I manage existing rules in Outlook?

To manage existing rules, go to settings, select 'Email', then 'Rules'. You can edit, delete, or temporarily disable rules from this section.

What happens to emails that match a rule in Outlook?

Emails that match a rule will be automatically moved to the specified folder, helping to keep your inbox organized.

Quelques cas d'usages :

Automating Invoice Management

A finance department can create a rule in Outlook to automatically move all emails containing the word 'invoice' in the subject line to an 'Accounting' folder, streamlining the process of managing financial documents.

Organizing Project Launch Emails

A project manager can set up a rule to tag and move all emails from a specific sender that include the word 'launch' in the subject line to a 'Launches' folder, ensuring important project communications are easily accessible.

Filtering Out Delayed Emails

A team can create a rule that moves emails related to project launches to a specific folder unless they contain the word 'delay', allowing them to prioritize timely communications while keeping the inbox clear.

Managing Marketing Campaign Emails

A marketing team can use rules to automatically sort emails related to different campaigns into designated folders based on keywords, improving organization and response time.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Rules

Automated actions set up in Outlook to manage incoming emails based on specific conditions, such as sender, subject, or keywords.

Condition

A specific criterion that must be met for a rule to be applied to an email, such as the presence of certain words in the subject line.

Action

The operation that Outlook performs on an email when a rule's conditions are met, such as moving the email to a designated folder.

Exceptions

Conditions that prevent a rule from being applied to certain emails, allowing for more refined email management.

Inbox

The main folder in an email application where incoming emails are received and stored.

Folder

A virtual container in an email application used to organize and store emails.

Keyword

A specific word or phrase used to filter emails in rules, helping to identify relevant messages.

résultat(s)
00:00:06
we'll demonstrate how to create and manage rules in
00:00:08
outlook to automate email management and save time.
00:00:12
Click on settings represented by the gear icon at the top right.
00:00:16
Then on the left, click on email
00:00:19
in the center, choose rules on the right pane, click on the add a new rule button
00:00:26
in the right hand menu,
00:00:27
start by giving your rule a name to make it easier to manage and understand later.
00:00:31
Then choose a condition
00:00:33
to move emails containing a specific word. Select subject includes
00:00:38
enter the keyword. For example, invoice to target those specific emails.
00:00:44
Now select the action to perform
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to move the emails to the accounting folder.
00:00:49
For instance, select move to then click, select a folder
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and choose accounting.
00:00:56
Click save to apply the rule.
00:00:58
All emails that match the rule will disappear from
00:01:00
your inbox and appear in the accounting folder.
00:01:04
When creating a rule, you can choose multiple conditions and actions.
00:01:09
You can also define exceptions.
00:01:12
For example,
00:01:13
all emails from a specific sender with the
00:01:15
word launch in the subject line will be tagged
00:01:18
in blue and moved to the launches folder
00:01:21
unless the subject also contains the word delay.
00:01:24
In that case, the email will remain in the inbox and won't be processed by the rule
00:01:31
to manage your existing rules. Go back to settings
00:01:34
in the email section, select rules,
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you will see a list of all your rules and their descriptions.
00:01:42
Click the pencil icon to edit a rule
00:01:44
or click the trash icon to delete it.
00:01:47
You can also temporarily disable a rule by toggling the switch next to it
00:01:51
to reactivate the rule, toggle the switch again.
00:01:54
And here we are,
00:01:56
you now know how to create apply and manage
00:01:58
rules in outlook to automate your email management.

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résultat(s)
00:00:04
Neste tutorial,
00:00:06
vamos demonstrar como criar e gerir regras em
00:00:08
outlook para automatizar a gestão de correio electrónico e poupar tempo.
00:00:12
Clique nas configurações representadas pelo ícone de engrenagem no canto superior direito.
00:00:16
Em seguida, à esquerda, clique em e-mail
00:00:19
no centro, escolha regras no painel direito, clique no botão adicionar uma nova regra
00:00:26
no menu à direita,
00:00:27
comece por dar um nome à sua regra para torná-la mais fácil de gerir e compreender mais tarde.
00:00:31
Em seguida, escolha uma condição
00:00:33
para mover e-mails contendo uma palavra específica. Selecionar assunto inclui
00:00:38
introduza a palavra-chave. Por exemplo, faturar para segmentar esses e-mails específicos.
00:00:44
Agora seleccione a acção a executar
00:00:47
para mover os e-mails para a pasta de contabilidade.
00:00:49
Por exemplo, seleccione mover para, em seguida, clique em, seleccione uma pasta
00:00:54
e escolher a contabilidade.
00:00:56
Clique em Guardar para aplicar a regra.
00:00:58
Todos os e-mails que correspondam à regra desaparecerão de
00:01:00
a sua caixa de entrada e aparece na pasta de contabilidade.
00:01:04
Ao criar uma regra, pode escolher várias condições e ações.
00:01:09
Também pode definir exceções.
00:01:12
Por exemplo,
00:01:13
todos os e-mails de um remetente específico com o
00:01:15
o lançamento da palavra na linha de assunto será etiquetado
00:01:18
em azul e movido para a pasta de lançamentos
00:01:21
a menos que o assunto contenha também a palavra atraso.
00:01:24
Nesse caso, o e-mail permanecerá na caixa de entrada e não será processado pela regra
00:01:31
para gerir as suas regras existentes. Voltar às definições
00:01:34
na secção de correio electrónico, seleccione regras,
00:01:37
verá uma lista de todas as suas regras e respectivas descrições.
00:01:42
Clique no ícone de lápis para editar uma regra
00:01:44
ou clique no ícone do lixo para eliminá-lo.
00:01:47
Também pode desativar temporariamente uma regra alternando o interruptor ao lado dela
00:01:51
para reactivar a regra, volte a alternar o interruptor.
00:01:54
E aqui estamos nós,
00:01:56
já sabe como criar, aplicar e gerir
00:01:58
regras no outlook para automatizar a sua gestão de correio electrónico.

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résultat(s)
00:00:04
In questo tutorial,
00:00:06
dimostreremo come creare e gestire regole in
00:00:08
outlook per automatizzare la gestione della posta elettronica e risparmiare tempo.
00:00:12
Fai clic sulle impostazioni rappresentate dall'icona a forma di ingranaggio in alto a destra.
00:00:16
Quindi, a sinistra, fai clic su email
00:00:19
al centro, scegli le regole nel riquadro di destra, fai clic sul pulsante Aggiungi una nuova regola
00:00:26
nel menu a destra,
00:00:27
iniziate dando un nome alla regola per renderla più facile da gestire e comprendere in seguito.
00:00:31
Quindi scegli una condizione
00:00:33
per spostare le email contenenti una parola specifica. L'argomento selezionato include
00:00:38
inserisci la parola chiave. Ad esempio, fattura destinata a quelle email specifiche.
00:00:44
Ora seleziona l'azione da eseguire
00:00:47
per spostare le email nella cartella della contabilità.
00:00:49
Ad esempio, seleziona sposta verso, quindi fai clic su, seleziona una cartella
00:00:54
e scegli contabilità.
00:00:56
Fai clic su Salva per applicare la regola.
00:00:58
Tutte le email che corrispondono alla regola scompariranno da
00:01:00
nella tua casella di posta e appariranno nella cartella della contabilità.
00:01:04
Quando crei una regola, puoi scegliere più condizioni e azioni.
00:01:09
Puoi anche definire delle eccezioni.
00:01:12
Ad esempio
00:01:13
tutte le email di un mittente specifico con
00:01:15
la parola lancio nella riga dell'oggetto verrà contrassegnata
00:01:18
in blu e spostato nella cartella launches
00:01:21
a meno che l'oggetto non contenga anche la parola ritardo.
00:01:24
In tal caso, l'email rimarrà nella casella di posta e non verrà elaborata secondo la regola
00:01:31
per gestire le regole esistenti. Torna alle impostazioni
00:01:34
nella sezione email, seleziona regole,
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vedrai un elenco di tutte le tue regole e le relative descrizioni.
00:01:42
Fai clic sull'icona a forma di matita per modificare una regola
00:01:44
oppure fai clic sull'icona del cestino per eliminarla.
00:01:47
Puoi anche disattivare temporaneamente una regola spostando l'interruttore accanto ad essa
00:01:51
per riattivare la regola, attiva nuovamente l'interruttore.
00:01:54
Ed eccoci qui,
00:01:56
ora sai come creare, applicare e gestire
00:01:58
regole in Outlook per automatizzare la gestione della posta elettronica.

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résultat(s)
00:00:04
В этом уроке
00:00:06
мы покажем, как создавать правила и управлять ими в
00:00:08
Outlook для автоматизации управления электронной почтой и экономии времени.
00:00:12
Нажмите на настройки, представленные значком шестеренки в правом верхнем углу.
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Затем слева нажмите на электронную почту
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в центре выберите правила на правой панели, нажмите кнопку «Добавить новое правило»
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в меню справа,
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начните с присвоения правилу названия, чтобы в дальнейшем им было легче управлять и понимать его.
00:00:31
Затем выберите условие
00:00:33
чтобы переместить электронные письма, содержащие определенное слово. Выберите тему, включая
00:00:38
введите ключевое слово. Например, выставляйте счет-фактуру для таргетинга именно этих писем.
00:00:44
Теперь выберите действие, которое нужно выполнить
00:00:47
чтобы переместить электронные письма в папку бухгалтерского учета.
00:00:49
Например, выберите «Переместить», затем нажмите кнопку «Выберите папку»
00:00:54
и выберите бухгалтерский учет.
00:00:56
Нажмите «Сохранить», чтобы применить правило.
00:00:58
Все электронные письма, соответствующие правилу, исчезнут из
00:01:00
ваш почтовый ящик и появится в папке «Бухгалтерия».
00:01:04
При создании правила вы можете выбрать несколько условий и действий.
00:01:09
Можно также определить исключения.
00:01:12
Например,
00:01:13
все электронные письма от определенного отправителя с полем
00:01:15
слово, содержащееся в теме письма, будет помечено
00:01:18
выделен синим цветом и перемещен в папку с запусками
00:01:21
если в теме не указано также слово «задержка».
00:01:24
В этом случае письмо останется в папке «Входящие» и не будет обработано в соответствии с правилом
00:01:31
для управления существующими правилами. Вернитесь к настройкам
00:01:34
в разделе электронной почты выберите правила,
00:01:37
вы увидите список всех ваших правил и их описания.
00:01:42
Нажмите на значок карандаша, чтобы отредактировать правило
00:01:44
или нажмите значок корзины, чтобы удалить его.
00:01:47
Правило также можно временно отключить, переместив переключатель рядом с ним
00:01:51
чтобы снова активировать правило, снова переключите переключатель.
00:01:54
И вот мы здесь,
00:01:56
теперь вы знаете, как создавать, подавать заявки и управлять ими
00:01:58
правила в Outlook для автоматизации управления электронной почтой.

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résultat(s)
00:00:04
En este tutorial,
00:00:06
demostraremos cómo crear y administrar reglas en
00:00:08
outlook para automatizar la administración del correo electrónico y ahorrar tiempo.
00:00:12
Haga clic en la configuración representada por el icono de engranaje en la parte superior derecha.
00:00:16
Luego, a la izquierda, haz clic en el correo electrónico
00:00:19
en el centro, elija las reglas en el panel derecho y haga clic en el botón para agregar una nueva regla
00:00:26
en el menú de la derecha,
00:00:27
comience por darle un nombre a la regla para que sea más fácil de administrar y entender más adelante.
00:00:31
A continuación, elige una condición
00:00:33
para mover correos electrónicos que contengan una palabra específica. El asunto seleccionado incluye
00:00:38
introduzca la palabra clave. Por ejemplo, una factura dirigida a esos correos electrónicos específicos.
00:00:44
Ahora selecciona la acción a realizar
00:00:47
para mover los correos electrónicos a la carpeta de contabilidad.
00:00:49
Por ejemplo, selecciona mover y, a continuación, haz clic en Seleccionar una carpeta
00:00:54
y elige contabilidad.
00:00:56
Haga clic en guardar para aplicar la regla.
00:00:58
Todos los correos electrónicos que coincidan con la regla desaparecerán de
00:01:00
tu bandeja de entrada y aparecerán en la carpeta de contabilidad.
00:01:04
Al crear una regla, puedes elegir varias condiciones y acciones.
00:01:09
También puede definir excepciones.
00:01:12
Por ejemplo,
00:01:13
todos los correos electrónicos de un remitente específico con
00:01:15
se etiquetará el inicio de la palabra en la línea de asunto
00:01:18
en azul y se trasladó a la carpeta de lanzamientos
00:01:21
a menos que el asunto también contenga la palabra retraso.
00:01:24
En ese caso, el correo electrónico permanecerá en la bandeja de entrada y la regla no lo procesará
00:01:31
para administrar tus reglas actuales. Vuelve a la configuración
00:01:34
en la sección de correo electrónico, selecciona reglas,
00:01:37
verás una lista de todas tus reglas y sus descripciones.
00:01:42
Haz clic en el icono del lápiz para editar una regla
00:01:44
o haz clic en el icono de la papelera para eliminarla.
00:01:47
También puedes desactivar temporalmente una regla activando el interruptor situado junto a ella
00:01:51
para reactivar la regla, vuelva a activar el interruptor.
00:01:54
Y aquí estamos,
00:01:56
ahora sabes cómo crear, aplicar y gestionar
00:01:58
reglas en Outlook para automatizar la administración de su correo electrónico.

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