How to keep track of emails from AIS

• Create a rule

  1. Step 1: Choose an Outlook rules template

     1. Choose Rules > Manage Rules & Alerts from the ribbon or choose the File tab and then choose Manage Rules & Alerts.

     2. In the Rules and Alerts dialog box, on the E-mail Rules tab, choose New Rule.

     3. In the Rules Wizard, under Step 1: Select a template, pick one of the default templates under Stay Organized, Stay Up to Date, or, Start from a blank rule.

     
     Step 2: Edit the rule description

     Each one of the rule templates that you chose in Step 1 has slightly different options for Step 2. When the options require you to make a choice, for example to specify a sender or choose a folder, the option will be underlined. For this example, we've picked one of the most common rules, to move messages from someone to a folder.

     1. Choose people or public group in the edit description box to display your address book. Either choose a name from your address book or type the person's address in the From box, then choose OK.

     2. Choose specified to display a list of your folders. You can choose an existing folder or choose New to create a new folder. When you've selected the appropriate folder, choose OK.

     If you want to explore advanced options for the rule, choose Next and then skip to Advanced Rule Options, below. Otherwise, choose Finish. This returns you to the Rules and Alerts window. From here, you can create another rule or choose OK to save your changes.

     	• Move messages from someone to a folder Choose the people or public folder link. In the Rule Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the From box, choose OK. Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK. Choose Next and go to Step 3: Set conditions for a rule.
     	• Move messages with specific words in the subject to a folder Choose the specific words the subject link. In the Search Text dialog box, in the Specify words or phrases to search for in the subject box, type a word or phrase to be searched for. Choose Add to add your entry to the Search list pane, and then choose OK. Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK. Choose Next and go to Step 3: Set conditions for a rule.
     	• Move messages sent to a public group to a folder Choose the people or public folder link. In the Rule Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the To box, choose OK. Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK. Choose Next and go to Step 3: Set conditions for a rule.
     	• Flag messages from someone for follow-up Choose the people or public folder link. In the Rule Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the From box, choose OK. In the Flag Message dialog box, in the Flag to box, accept the default setting of Follow up, or choose another item in the list. In the For box, accept the default setting of Today or choose another item in the list. Choose OK > Next, and then go to Step 3: Set conditions for a rule.
     	• Move RSS items from a specific RSS Feed to a folder NOTE: To use this option, you must subscribe to an RSS feed. When you choose this option, there is a prompt to continue. If you choose No, you can't proceed, but if you choose Yes, you can.

     Stay Up to Date template

     	• Display mail from someone in the New Item Alert Window Choose the people or public folder link. In the Rule Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the From box, choose OK. Choose the specific message in the New Item Alert window link. In the Alert Message dialog box, in the Specify an alert message box, type a message, and then choose OK. Choose Next, and then go to Step 3: Set conditions for a rule.
     	• Play a sound when I get messages from someone Choose the people or public folder link. In the Rule Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the From box, choose OK. Choose the play a sound link, and in the Select a Sound to Play window, choose a file (for example, a .wav file), and then choose Open. Choose Next, and then go to Step 3: Set conditions for a rule.
     	• Send an alert to my mobile device when I get messages from someone Choose the people or public folder link. In the Rule Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the From box, choose OK. Choose the forward it to people or public group link. In the Rules Address dialog box, do one of the following: In the Search box, type a name. or In the Address Book list, choose a source. When your selection is displayed in the To box, choose OK. Choose Next, and then go to Step 3: Set conditions for a rule.

     Start from a blank rule template

     1. Choose one of the following.

        • Apply rule on messages I receive

          or

        • Apply rule on messages I send

     2. Choose Next, and then go to Step 3: Set conditions for a rule.

     
     Step 3: Set conditions for a rule

     You now have the opportunity to add conditions to the options you chose in Step 2: Choose a template option. Based on the conditions you select, the options available to edit the rule description will vary.

     

     1. Under Step 1: Select condition(s), select the check box for the condition you want to add.

        NOTE: You can select multiple check boxes.

     2. Under Step 2: Edit the rule description (click an underlined value), choose a link, complete the required actions, and when done, choose OK.

     3. Choose the next link, complete the required actions, and when done, choose OK.

     4. If another link is available, choose it, complete the required actions, and when done, choose OK.

     5. Choose Finish when done.

1. On the File tab, choose Manage Rules & Alerts.

2. In the Rules and Alerts box, on the E-mail Rules tab, choose New Rule.

3. Under Start from a blank rule, choose either Apply rule on message I receive or Apply rule on message I send,

4. Choose Next, and then do the following:

   • Under Step 1: Select condition(s), select which conditions (criteria) that you want the messages to meet (match) for the rule to apply.

     and

   • Under Step 2: Edit the rule description, choose an underlined value for any condition that you added, and then specify the value.

5. Choose Next, and then do the following:

   • Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.

     and

   • Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.

6. Choose Next, and then do the following:

   • Under Step 1: Select exception(s), select any exceptions to the rule, and then choose Next.

     and

   • Under Step 2: Edit the rule description, choose an underlined value for any exception that you added, and then specify the value.

7. Choose Next, and do the following:

   • Under Step 1: Specify a name for this rule, type a name.

     and

   • Under Step 2: Setup rule options, select the check boxes for the options that you want.

     TIPS: 

     • To run the rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox" check box.

     • To turn off the rule that is automatically turned on, clear the Turn on this rule check box.

     • To apply the rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.

8. Choose Finish.

You can create a rule from any message. The advantage of this method is that rules are suggested based on the message sender or recipient. For example, when you start with a message, one rule that is suggested moves all messages from the sender to a folder that you choose.

1. In your Inbox, choose the message you want to create a rule for, and then on the Home tab, in the Move group, choose Rules.

   NOTE: In the Rules list, suggested rules appear based on the message sender and recipients.

2. Do one of the following:

   • Choose a suggested rule, choose a destination folder, and then choose OK to complete the assignment of a rule.

     or

   • Choose Create Rule and go to the next step.

3. In the Create Rule dialog box, under When I get e-mail with all of the selected conditions, select none or one or more of the available check boxes.

4. Under Do the following, select the check boxes for the action you want the rule to take when the specified conditions (criteria) are met.

5. Select the Move the item folder check box.

6. Do one of the following:

   • Choose Select Folder and pick an existing folder.

     or

   • Choose New to create a folder.

   NOTES: 

   • To add more conditions, actions, or exceptions to the rule, choose Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

   • See Design a custom rule for more information.

7. Choose OK.

8. In the notification box, do one of the following:

   • Choose OK.

     or

   • Select the Run this rule now on messages already in the current folder check box, and then choose OK.

You can manually run one or more rules.

1. On the File tab, choose Manage Rules & Alerts, and on the E-mail Rules tab, choose Run Rules Now.

2. In the Run Rules Now box, under Select rules to run, select the check box for each rule that you want to run.

3. In the Run in Folder box, to select a different folder, choose Browse, choose the folder, and then choose OK.

   Select the Include subfolders check box to include all folders under the folder you chose in step 3.

4. In the Apply rules to list, accept the default setting of all messages, or change to read or unread messages.

5. Choose Run Now.