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Cách tạo rule trong outlook 2016

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Your email inbox always seems full of new messages. Decidingwhat khổng lồ vày with each message can seem overwhelming. You may even be lateresponding khổng lồ an important message because you didn"t notice it in all theclutter. MS Outlook rules can help.

You watching: Cách tạo rule trong outlook 2016

If you know how lớn set up rules in Outlook, you can makesure similar emails are always grouped together. This will help you prioritizeyour income email & stay organized. You can also use Outlook rules lớn dealwith email message types you receive 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 create a rule in Outlookvà also how to 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 lớn use Microsoft Outlook, be sure to lớn grab our Free eBook: The Ultimate Guide khổng lồ Inbox Zero Mastery. It"s packed with inboxorganization strategies and 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 (& How Are They Used?)

Youmay be wondering: what is a rule? A rulein Microsoft Outlook is a phối of actions that Outlook performs automaticallywhen certain conditions are met. You can define the conditions for a rule usingOutlook’s Manage Rules & Alertstool. A rule can be a big timesaver if you often perkhung 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 set up. All you’ve sầu gotkhổng lồ bởi is customize each rule in the wizard with your own choices. 

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


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

1. Howto Move sầu a Message Inkhổng lồ a Folder Using a Rule

Byfar the most comtháng rule that people create is one that automatically sendscertain messages to a folder. You can bởi 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 lớn automatically moveinlớn a folder by clicking on it. Clichồng Home> Rules. Select Create Rulefrom the drop-down menu. 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 tin nhắn you selected.

Noticethe top of the dialog box is already filled out with the From, Subject, & 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 got a lot of emails going lớn your inbox).

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

Display the tin nhắn in a New Item Alert window onyour desktop. Play a sound when an email meeting the criteriais received.Move the thành phầm to lớn a folder you select
Chooseone or more actions from the các mục. Define those actions and then click the OKbutton to save your choices. Continue khổng lồ cliông chồng OK. Aprompt appears asking if you’d lượt thích lớn run the rule on the email already inyour inbox. You’ve just created a rule. 

2. How to 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. Cliông xã the Filetab. The Account Information windowdisplays:

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

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

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Select the New Rule thực đơn option.

Clickthe New Rule thực đơn 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 các mục of pre-defined rule templates in two categories:

Stay Organized Stay Up lớn Date

You’llalso see the category Start from a blank rule. You would use this category to lớn create a rule if you didn"t want lớn start with one of the pre-defined templates.

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

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Choose the conditions for your rule.

Checkthe box next to lớn each condition you want to lớn apply khổng lồ the rule. The conditionsyou’ve selected appear in the box under Step2 in the Rules Wizard. cảnh báo thehyperliên kết in each condition. Cliông xã on each hyperlinks to 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 khổng lồ.

Continuingclicking on each hyperliên kết khổng lồ make the condition specific to lớn your needs. Whenyou’ve sầu finished, clichồng the Nextbutton.

Step4. Customize the Rule Actions

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

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Select an action to 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 to each selected action. Clichồng the hyperliên kết in the Step 2 segment of the screen to makethe action more specific. When you’re done making your selections, click the Next button to move sầu to lớn the next screenin the Rules Wizard

Step 5. Set Up Exceptions to lớn the Rule

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

Step6. Name the Rule & Turn It On

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

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When you"ve sầu defined the rule in Outlook you"re ready khổng lồ name it.

Type the rule name in the indicated space. If you want torun the rule on existing messages, check the box next to the first box. To turnthe rule on, kiểm tra the second kiểm tra box. If you’ve got more than one trương mục, kiểm tra the third box.

Whenyou’re finished customizing the rule, clichồng the Finish button. The Rules andAlerts dialog box appears. Clichồng Apply& then click OK to lớn activatethe rule.

See more: Khoa Vật Lý Đại Học Đà Lạt, Khoa Vật Lý & Kỹ Thuật Hạt Nhân

You’vejust created a rule in MS Outlook!

4.How khổng lồ Import or Export a Rule

Rulescan be imported or exported. This can be especially helpful if you migrate lớn adifferent version of Outlook. I’ve also been able lớn use this feature khổng lồ shareOutlook rules between different Outlook users.

Caution: Ifthe exported rule involves a specific thư mục or anything else specific to youremail, the Outlook importing the rule must have the same thư mục.

Let’s get started.

Step1. Export a Rule

Startwith your open email inbox. Click the Filetab. The Account Information windowdisplays. Clichồng the Manage Rules &Alerts box to access the Rules andAlerts dialog box. Click 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 already created.

Note: You can also access the Rules & 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 file name of the rule you want lớn export.

Navigatelớn the directory where you want lớn store your exported rules tệp tin. Type thename of the file you want to lớn store the rules in và the cliông chồng Save.

Step2. Import a Rule

Theprocedure lớn import a rule is lượt thích the export rule procedure with a fewdifferences.

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

Whenthe Options dialog box appears,clichồng Import Rules instead of Export Rules. When the File Explorerwindow opens, navigate lớn the directory where you’ve got the imported rulessaved. Cliông xã on the tệp tin name khổng lồ select it và cliông chồng Open. Cliông chồng OK to lớn importthe rule.

Note: Ifsome of the parameters are missing for an imported rule you’ll get an errormessage. An example would be if a thư mục used by the rule isn’t phối up in yourgmail.

5.How lớn 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 lớn change it. Here’s how:

Step1. xuất hiện the Rules & Alerts Dialog Box

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

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Selecta rule from the list. Cliông xã the ChangeRule menu option at the top of the dialog box. The Change Rule pop-up menu 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 & Alerts > Change rule on the Home tab in your Outlook inbox.

Fromthis menu you’ve sầu 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 menu. The system re-opens the Rules Wizard for the selected rule. Use the Rules Wizard to make changes khổng lồ the conditions, actions, andexceptions.

Step3. Quickly Rename the Rule

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

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You can rename a rule in Microsoft Outlook.

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

Step4. Add or Change One or More Rule Actions

There’s also no need khổng lồ re-open the Rules Wizard if all youwant to lớn bởi 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 xanh 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 to vị. 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 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 sầu finished making changes khổng lồ the selected rule,click OK on the Rules & Alerts dialog box.

6. How to 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 và Alerts dialog boxopens:

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In Outlook you can delete rules you no longer need.

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

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

See more: Cái Tên Nói Gì Về Bạn Nói Lên Điều Gì ? Tên Và Tính Cách Của Bạn

Learn More About Outlook

Study the tutorials below lớn learn more about MS Outlook:

More Helpful Email Tips và Strategies

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Conclusion

Keep your inbox messages organized using Outlook rules. Youcan automatically sort messages inkhổng lồ 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.