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How to use the Rules Wizard in Outlook
Article ID: 291608 - View products that this article applies to.
This article was previously published under Q291608
The Microsoft Outlook Rules Wizard is a messaging manager for Outlook. With the Rules Wizard, you can define instructions for actions on incoming and outgoing messages for each account or all accounts.
This article discusses the following information:
The Rules Wizard uses a systematic process to guide you through the rule creation process. You may choose to either create a rule from a template, or to start from a blank rule.
For example, you can use the Rules Wizard to do the following actions:
How to convert your previous Outlook rulesWhen you first start the Rules Wizard, you receive the following prompt:
Outlook has detected rules created with a previous version of Outlook. It is recommended that you upgrade your rules for better performance, unless you also use a previous version of Outlook. If you want to make changes to rules when using a previous version of Outlook, do not upgrade. Would you like to upgrade now?Click Upgrade my rules if you do not use another version of Outlook to make changes to your rules.
Click Don't upgrade my rules if you are using another version of Outlook to make changes to your rules. For example, if you have upgraded your laptop to Outlook 2002 but you have a desktop that uses Microsoft Outlook 2000, which you are not planning to upgrade yet. In this scenario any new rules created in Outlook 2002 are compatible with previous versions of Outlook.
If you click Don't upgrade my rules, and then click Do not ask me again, you may still upgrade your rules at a later time. In the Inbox, click the Tools menu, click Rules Wizard, click the Options button, and then click Upgrade Now.
How to create rulesYou can create a rule with one of the following three methods:
How to modify rules
Changing the template will discard specified information. Are you sure you want to continue?Click No if you want to continue using the template that the rule was created with.
How to delete rules
How rules are appliedWhen you create a rule, you designate whether to apply it when messages arrive in your Inbox, or when you send messages.
Rules are applied in the order in which they appear in the Apply rules in the following order box in the Rules Wizard. You can move rules up or down in the box by clicking to select a rule, and then clicking Move Up or Move Down.
How to run rules on an Exchange ServerIf you use Exchange Server, the rules are stored in a hidden message named Outlook Message Manager in the Exchange Store.
New feature: On this Machine Only optionThere may be times when you may need to create a rule that is specific to one computer. For example, a rule moves a message that meets certain criteria to a location in a locally stored personal folders (.pst) file.
For this type of rule, use the On this Machine Only option when you create the rule. Although this condition only applies when you connect to your mailbox from the computer where the rule was created, the rule is still stored on the Exchange store and therefore can be viewed and even modified from any computer.
ReferencesFor more information, click the following article number to view the article in the Microsoft Knowledge Base:
(http://support.microsoft.com/kb/291633/ )How to troubleshoot the Outlook Rules Wizard