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Hướng dẫn tạo rule trong outlook 2016

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Your tin nhắn inbox always seems full of new messages. Decidingwhat khổng lồ vị with each message can seem overwhelming. You may even be lateresponding 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 phối up rules in Outlook, you can makesure similar emails are always grouped together. This will help you prioritizeyour income email and stay organized. You can also use Outlook rules khổng lồ dealwith gmail message types you receive sầu frequently such as newsletters andannouncements. You can even mix 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 lớn create a rule in Outlook& also how lớn import or export Outlook rules. Finally, we"ll explain how youcan edit or delete Outlook rules.

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Before going further in learning how to use Microsoft Outlook, be sure lớn grab our Free eBook: The Ultimate Guide khổng lồ Inbox Zero Mastery. It"s packed with inboxorganization strategies và killer tips for managing all your incoming emailmore efficiently.

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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 mix 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 persize 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 mix up. All you’ve gotto vày is customize each rule in the wizard with your own choices. 

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


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

1. Howto lớn Move sầu a Message Into a Folder Using a Rule

Byfar the most common rule that people create is one that automatically sendscertain messages lớn a thư mục. You can vày this quickly and easily from with thisOutlook shortcut. The shortcut also includes a few other common actions.

Startwith your gmail inbox open. Select the message you want khổng lồ automatically moveinto lớn a folder by clicking on it. Cliông chồng Home> Rules. Select Create Rulefrom the drop-down thực đơn. The Create Ruledialog box appears:

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The top portion of the Create Rule dialog box is already filled out based on the gmail you selected.

Noticethe top of the dialog box is already filled out with the From, Subject, và To fields from your selected tin nhắn. Toselect one or more of these conditions as is, simply kiểm tra 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 sầu got a lot of emails going khổng lồ your inbox).

In the bottom section, you can select up to lớn three actions toperform on an tin nhắn that meets the defined criteria.

Display the gmail in a New Item Alert window onyour desktop. Play a sound when an email meeting the criteriais received.Move the công trình to a folder you select
Chooseone or more actions from the các mục. Define those actions và then clichồng the OKbutton to save sầu your choices. Continue to clichồng OK. Aprompt appears asking if you’d like lớn run the rule on the email already inyour inbox. You’ve sầu just created a rule. 

2. How khổng lồ 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 open gmail inbox. Click the Filetab. The Account Information windowdisplays:

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From the Account Information window clichồng the Manage Rules và Alerts box.

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

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Select the New Rule thực đơn option.

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

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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 top 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 lớn create a rule if you didn"t want lớn start with one of the pre-defined templates.

Reviewthe existing rule template danh sách and cliông xã on the one that meets your needs toselect it. Then cliông xã the Nextbutton. For the purposes of this tutorial, I’ve selected the “Move sầu messagesfrom someone to 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 các mục of conditions lớn apply to the template with a kiểm tra box by eachcondition:

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Choose the conditions for your rule.

Checkthe box next khổng lồ each condition you want to apply khổng lồ the rule. The conditionsyou’ve sầu selected appear in the box under Step2 in the Rules Wizard. cảnh báo thehyperlinks in each condition. Cliông chồng on each hyperliên kết to lớn customize the rulewith your own requirements. Here’s an example of what appears when I cliông chồng the importance hyperlink:

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

Continuingclicking on each hyperlinks to lớn make the condition specific lớn your needs. Whenyou’ve finished, cliông xã the Nextbutton.

Step4. Customize the Rule Actions

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

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

Thisscreen works lượt thích the earlier RulesWizard screen. Select actions you want to add to this rule by checking thekiểm tra box next lớn each selected action. Clichồng the hyperliên kết in the Step 2 segment of the screen khổng lồ makethe action more specific. When you’re done making your selections, cliông xã the Next button to move khổng lồ the next screenin the Rules Wizard

Step 5. Set Up Exceptions lớn the Rule

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

Step6. Name the Rule và Turn It On

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

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When you"ve defined the rule in Outlook you"re ready 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. To turnthe rule on, kiểm tra the second kiểm tra box. If you’ve sầu 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. Cliông xã Apply& then cliông xã OK khổng lồ activatethe rule.

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You’vejust created a rule in MS Outlook!

4.How to 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 lớn shareOutlook rules between different Outlook users.

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

Let’s get started.

Step1. Export a Rule

Startwith your open email inbox. Cliông xã the Filetab. The Account Information windowdisplays. Click the Manage Rules &Alerts box to access the Rules andAlerts dialog box. Cliông chồng Optionsfrom the thực đơn at the top of the screen. The Options dialog box appears: 

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You can export rules you"ve sầu 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:

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Type the tệp tin name of the rule you want lớn export.

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

Step2. Import a Rule

Theprocedure to lớn import a rule is like the export rule procedure with a fewdifferences.

Startwith your open gmail inbox. Cliông xã the Filetab. The Account Information windowdisplays. Clichồng the Manage Rules &Alerts box khổng lồ access the Rules andAlerts dialog box. Cliông chồng Optionsfrom the thực đơn at the top of the screen.

Whenthe Options dialog box appears,cliông xã Import Rules instead of Export Rules. When the File Explorerwindow opens, navigate lớn the directory where you’ve sầu got the imported rulessaved. Cliông chồng on the file name to lớn select it và clichồng Open. Click OK to 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 set up in youremail.

5.How to Edit a Rule

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

Step1. mở cửa the Rules and Alerts Dialog Box

Startwith your inbox open. Cliông chồng the File> Manage Rules và Alerts. The Rulesvà Alerts dialog box opens:

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Selecta rule from the các mục. Click the ChangeRule menu option at the top of the dialog box. The Change Rule pop-up thực đơn appears:

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

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

Fromthis menu 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, cliông xã the EditRule Settings option on the ChangeRule pop-up thực đơn. The system re-opens the Rules Wizard for the selected rule. Use the Rules Wizard to lớn make changes to lớn the conditions, actions, andexceptions.

Step3. Quickly Rename the Rule

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

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You can rename a rule in Microsoft Outlook.

Whenyou’ve sầu finished typing the rule name, cliông chồng the OK button.

Step4. Add or Change One or More Rule Actions

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

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

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

For some actions, that’s all you need lớn vì chưng. 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 cliông xã the Copy to lớn Folder option a dialog box appears so that you can selectthe correct folder:

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You can copy a Microsoft Outlook Rule.

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

6. How to lớn 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:

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In Outlook you can delete rules you no longer need.

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

Selectthe rule you want lớn delete by clicking the checkbox next lớn it. Then, clickthe Delete option (it looks lượt thích anX) on the thực đơn towards the top of the Rulesvà Alerts dialog box. A prompt appears asking if you really want to: Delete rule . Click Yes, then cliông xã the OK button at the bottom of the Rules và Alerts window.

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Learn More About Outlook

Study the tutorials below khổng lồ learn more about MS Outlook:

More Helpful Email Tips and Strategies

Don"t forget to sign up khổng lồ the Tuts+ mammasfigata.com newsletter & grab our free eBook: The Ultimate Guide khổng lồ Inbox Zero Mastery. It"s packed with inbox organization strategies and killer tips for managing all your incoming gmail more efficiently. 

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Conclusion

Keep your inbox messages organized using Outlook rules. Youcan automatically sort messages into lớn 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.


Chuyên mục: Kiến thức