- [Instructor] Another way to manage the items
that are in your inbox is by using Sweep.
Sweep differs from Quick Step
in a couple of important ways.
With a Quick Step,
we choose a message and then choose a Quick Step
and the automation runs.
With Sweep, the automation doesn't run when we set it up.
It runs once a day.
Usually in the middle of the night.
So any Sweep rule that we set up
will only run on a daily basis.
Also, with Sweep,
we're actually identifying who the sender is.
That's what's important to us.
And we're asking that when those messages are swept
that they be sent somewhere.
Somewhere could be a folder,
like a folder for those messages
like licenses or catalog requests,
but it can also be the deleted items folder.
So let me show you how to set up a Sweep rule.
Start by selecting a message
sent by the sender that you want to Sweep.
So I'm actually going to choose The Box Team
and then I'm going to click Sweep.
Sweep messages from The Box Team.
And what are my choices?
One is that at the end of the day,
whenever that schedule runs
to move every message from The Box Team
and send them someplace I have yet to choose.
The second is to move all of the messages
from The Box Team that are already in the inbox
and any that come in in the future.
So I have an ongoing rule that simply says,
if it's from The Box Team, move them all.
My third option is keep whatever the latest message is,
but move the rest.
And the fourth option is based on time.
If it's a message that's older than 10 days, then move it.
If none of those situations fit
for the sender that you are specifying,
you probably don't want to use Sweep.
But if these do work, if for example,
I want to always keep the latest message from The Box Team
but move all of the rest,
then the only thing left to decide
is where do the ones I'm moving of the inbox go.
So I would keep the latest message and move the rest
in a scenario where I received an update
on a weekly, monthly, perhaps even a daily basis.
And as soon as there's a new update,
all of the old updates you're irrelevant.
And I might as well delete them.
In that case, I would choose keep the latest message
and move the rest to deleted items.
Or I could say, if I have a message
that's on a weekly update, if it's more than 10 days old,
I want it gone and I can delete it.
So choose whichever of these is best for you.
And then your choices are that you can delete it
or you can send it to a specific folder, including Archive,
including a folder that I set up
for messages from The Box Team.
I don't want in my inbox anymore.
But in this case,
if it is not the latest message from The Box Team,
I want to simply delete it and I'm going to click OK.
The Outlook dialogue here indicates success
and reiterates the rule I set up.
You will only see the latest message
from the sender you specify.
We are working on cleaning up your inbox and I click OK,
and my Sweep is done.
That's how I set up a Sweep rule.
Is the message still here?
Yes, but whenever the scheduled Sweep rules run,
unless this message is the most recent message,
it will be moved to deleted items.