Article ID: 196212 - View products that this article applies to.
This article was previously published under Q196212
For a Microsoft Outlook 97 version of this article, see 171679
For a Microsoft Outlook 98 version of this article, see 181005
For a Microsoft Outlook 2002 version of this article, see 291608
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:
The Rules Wizard uses a systematic process to guide you through the rule creation process. For example, you can use the Rules Wizard to:
How to Convert the Inbox Assistant RulesWhen 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 RulesYou can create a rule in three ways:
How to Modify Rules
How to Delete Rules
How Rules Are AppliedWhen 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 ServerIf 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 NowOutlook 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.