How can I pre-sort my email automatically into folders?

Configuring Inbox/ Message Filtering Rules from Outlook 2007 :

• We recommend creating Message Filtering rules on the Server side so as to be in sync with all clients.
• You can create Server side message filtering rules also called as Inbox Rules in Exchange by your desktop Outlook 2007/2010 or Outlook Web Access.
• Rules created by other email clients may not sync up with the exchange server (such as Thunderbird, outlook express, etc) and be applicable only on your local computer.

Please follow the below steps to create an Inbox Rule from Outlook 2007:

Step 1. Right click on your mail box and Select New Folder to create one if it does not exist already.

Name the folder as per your convenience.

 

Step 2. Go to Tools -> Rules and Alerts

 

Step 3. Click on New Rule button

 

Step 4. Follow the rules wizard as below:

• Select the Rule Template that you wish to create, In this example we are creating a rule to automatically move the messages with Subject containing “test” keyword in the folder called “Messages with Subject Test”.

• Now select “specific words” hyperlink from the lower part of the screen as shown above.

Enter the words that would appear in the Subject of the mail, In our case “Test”.

• Now click on the  “specified” hyperlink to choose the folder to which the mail should be moved as per the rule. In our case “Messages with Subject Test”

• Specify Exceptions to the Rule if any.

• Provide a name for the rule and click on Finish.

 

Step 5. You are done with creating a Inbox Rule for your exchange account. Click Apply and then press Ok. You can Click Run Rules Now if you wish to execute the Rule on all your messages in your Inbox.

 

Step 6. As shown below the messages are automatically moved to the desired folder.

 

 

 

Configuring Inbox/ Message Filtering Rules from Outlook 2010:

Step 1. Right click on your mail box and Select New Folder to create one if it does not exist already.

Name the folder as per your convenience.

Step 2. Go to Rules -> Manage Rules and Alert

Step 3. Click on “New Rule” button

Step 4. Follow the rules wizard as below:

• Select the Rule Template that you wish to create, In this example we are creating a rule to automatically move the messages with Subject or Body containing “course” keyword in the folder called “to_test folder”.




• Now select “specific words” hyperlink from the lower part of the screen as shown above.

Enter the words that would appear in the Subject or Body of the mail, In our case “course”.

Now click on the “specified” hyperlink to choose the folder to which the mail should be moved as per the rule. In our case “to_test folder”

Specify Exceptions to the Rule if any.

Provide a name for the rule and click on Finish.

Step 5. You are done with creating a Inbox Rule for your exchange account. Click Apply and then press Ok.

You can Click Run Rules Now if you wish to execute the Rule on all your messages in your Inbox. The messages are automatically moved to the desired folder.

Please follow the below steps to create an Inbox Rule from Outlook Web Access:

Step 1. In this example we would create a simple rule to move messages containing “Test” in the Subject to a folder named “Mails with Subject Test” as shown below.

 

Step 2. Click on options on the top right corner of your OWA account home page.

 

Step 3. Click on Forward your mail using Inbox Rules.

 

Step 4. Click on New under Inbox Rules tab.

 

Step 5.  Specify the rule type :

• When the message arrives

• Do the following

 

Step 6. Click on Save

 

Step 7. As shown below, the email is automatically moved to the desired folder.