How to use the Rules Wizard in Outlook 2000

The Microsoft Outlook Rules Wizard is a messaging manager for Outlook. With the Rules Wizard, you can define instructions for performing actions on incoming and outgoing mail messages.

This article discusses:

• How to Convert the Inbox Assistant Rules
• How to Create Rules
• How to Modify Rules
• How to Delete Rules
• How Rules Are Applied
• How to Run Rules on the Microsoft Exchange Server

The Rules Wizard uses a systematic process to guide you through the rule creation process. For example, you can use the Rules Wizard to:

• Assign Categories to incoming or outgoing messages based on their contents.
• Set a notification, such as a message box or sound, when important messages arrive.
• Move messages to a folder, based on the sender.
• Delete messages in a conversation.
• Flag messages from a specified sender.
• Delay delivery of messages by a specified amount of time.

How to Convert the Inbox Assistant Rules

When you first start the Rules Wizard, you are prompted to convert all Inbox Assistant Rules to Rules Wizard rules. Click Yes and then click OK to convert all Inbox Assistant rules except any rule containing conditions based on a custom form; these will have to be re-created.

If you have a large number of rules and you use Microsoft Exchange Server 4.0, you may not be able to convert all of your rules. This is because the Rules Wizard disables and keeps the old Inbox Assistant rules and saves the newly converted rules back to the server. The combination of Inbox Assistant rules and Rules Wizard rules may take up more space than is available on the server.

How to Create Rules

You can create a rule in three ways:

1. Create a new rule.
   1. In the Outlook Inbox, on the Tools menu, click Rules Wizard.
   2. Click New.
   3. Follow the instructions in the Rules Wizard.
2. Copy and modify an existing rule.
   1. In the Outlook Inbox, on the Tools menu, click Rules Wizard.
   2. In the Apply rules in the following order box, click the rule you want to copy and then click Copy.
   3. Click Modify and follow the instructions in the Rules Wizard to modify the conditions as necessary.
3. Base a rule on a message.
   1. Open the message you want to base the rule on.
   2. On the Actions menu, click Create Rule.
   3. The Rules Wizard is already populated with basic information from the message. Follow the instructions in the Rules Wizard to modify the conditions as necessary.

How to Modify Rules

1. In the Outlook Inbox, on the Tools menu, click Rules Wizard.
2. In the Apply rules in the following order box, click the rule you want to modify.
3. Click Modify.
4. Follow the instructions in the Rules Wizard.

How to Delete Rules

1. In the Outlook Inbox, on the Tools menu, click Rules Wizard.
2. In the Apply rules in the following order box, click the rule you want to delete.
3. Click Delete.

How Rules Are Applied

When you create a rule, you designate whether to apply it when messages arrive in the Inbox, or when you send messages.

Rules are applied in the order in which they appear in the "Apply rules in the following order" list in the Rules Wizard. You can move rules up or down in the list by clicking to select a rule, and then clicking Move Up, or Move Down.

How to Run Rules on Microsoft Exchange Server

If you use Microsoft Exchange Server, the rules are stored on both your computer and the server. If a rule can be completed on the server, it will run even if Outlook is not running on your computer. However, if it requires client-based activity, like moving a message to a folder in a Personal Folders file, the rule is applied when you start Outlook.

Outlook tries to update all rules on the server. Rules that cannot be updated are marked "client only" after their name. If your list contains rules that have been updated on the server and rules that have not, the rules on the server are applied first, and then the client only rules.

NOTE: Outlook does not track meeting invitation responses, task assignment responses, and voting responses if these messages have been moved from the Inbox to another folder by a rule.

New Feature: Run Rules Now

Outlook 2000 includes a Rules Wizard enhancement option called Run Rules Now. This feature allows you to manually apply any rule to any folder whenever you choose. This feature allows you to clean up or organize messages, contacts, appointments or tasks that already exist in various folders.

For more information about Outlook rules, click Microsoft Outlook Help on the Help menu, type "rules wizard" in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.