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Rules Wizard, Filters, and Views

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The Rules Wizard for Microsoft Outlook automatically processes both incoming and outgoing messages. You set conditions similar to those used for Microsoft Outlook filters, then indicate what action(s) you want to be performed on messages that meet those conditions.

Rules in the Rules Wizard apply to only to mail at the time its downloaded. They can be applied to mail after its downloaded using the Run Rules Now command.

For Microsoft Exchange Server users, Rules Wizard automatically converts rules created with the Inbox Assistant feature (which Rules Wizard replaces). Exchange Server users also have an Out of Office Assistant for handling such things as vacation notices and Folder Assistant rules that run on public folders. See Server-based vs. client-based rules.

Filters are used with Search folders, Custom Views, and Advanced Find. Filters are used with Outlook items in the data file and show or hide but do not move items. You can apply filters to any Outlook item type, not just email. Filters can show, hide, or highlight items in different colors based on a variety of conditions and criteria.

Although Outlook does not support locking views against changes, you can lock view in Outlook 2010 using VBA. See How to prevent changes to Outlook views for a code sample.

Rules Wizard, Filters, and Views was last modified: February 8th, 2018 by Slipstick
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Run-a-Script Rules Missing in Outlook

Microsoft released an update to disable any existing run-a-script and run application rules. This update affects Outlook 2010 and newer. Run a script and Run applications can be enabled using a registry key.

Show a Desktop Alert when Rules move messages

Problem: Rules are moving messages to other folders but you'd like to see the desktop alert that shows the sender and subject for a few seconds in the lower right corner of your screen. Or you only want the desktop alert to display for messages from certain people. Solution: Create a rule with the action  

Using Rules Wizard

The Rules Wizard for Microsoft Outlook automatically processes both incoming and outgoing messages. You set conditions similar to those used for Microsoft Outlook filters, then indicate what action(s) you want to be performed on messages that meet those conditions. Rules in the Rules Wizard apply to only to mail at the time its downloaded. They  

automatic reply icon

To Make Automatic Reply Rules

Using Microsoft Outlook, you can create rules to reply automatically to incoming messages with the Rules Wizard and Out of Office Assistant.

others also in To field

Filter mail when you are not the only recipient

A user wanted "a rule that will perform an action if I am the only one in the To box, even when there are others in the CC box". He also asked for a rule "that will perform an action if I am included in the To box but am not the only one in the To box".

Script in the VBA Editor

Outlook's Rules and Alerts: Run a Script

How to use Outlook's Rules Wizard Run a Script action to process messages using VBA. Using Run a Script rules will allow you to use actions not available in the Rules Wizard.

Send a New Message when a Message Arrives

How to use a Run a Script rule to have Microsoft Outlook automatically send a new email message using a template to new email addresses when a message meeting specific conditions arrives.

rule 2 looks for a word

Creating an AND rule in Outlook Rules

A user wanted to know how to create an AND rule: If the subject contains outlook AND word, do something For example: "outlook AND word" to match on a Subject line of "Mail merge Outlook and Word", but not "Outlook Teams Meeting" While Outlook Rules don't support AND within a rule, you can make it  

Run a Script Rule: Forwarding Messages

An Outlook user asked how to automatically change the subject of a message and forward it to another address. Using a "run a script" rule is one option and we show you how to do it.

'Have server reply' rule is not using 'reply-to' address

The question came from an Outlook user: We want to use a "Have server reply rule" to send an automated reply to people who send us a message using our web form. When the rule runs, Outlook is replying to the From address (our web server), not the Reply to address (the person who filled  

Featured: Completed view

Create a custom view to list upcoming birthdays

Display only the birthdays that occur in the upcoming months, by creating a custom view in Outlook's Calendar.

Use a Run a Script Rules to change the font

How to Change the Font used for Outlook's RSS Feeds

If you don't care for Calibri font as the default for RSS feeds, you need to use a macro to change the font (on font size) as the font cannot be changed by the user. We have code samples for both Outlook 2010 and 2007.

Mark Sent Items as Read After Copying with a Rule

When you use rules to move sent messages, the sent items are not marked read when they are copied to other folders. You need to VBA to mark the messages read.

Read Receipt Field

View Read Receipt Request Indicator

All current versions of Outlook include a Read Receipt field, including Outlook 2010, 2013, 2016/2019/365. To see the Read Receipt indicator, you need to customize the view by adding the Receipt Requested field. For best results, you will need to use the Single Line view to see the read request field. To add the field  

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