- [Instructor] In the last movie,
we looked at sweep rules which run once a day.
We can create other rules
that are triggered on a different basis.
For example, a rule that is triggered
or starts each time a message
that meets a criteria arrives in your inbox.
So if I had a sweep rule about messages from box team,
I could expect that a message that I received
from the box team would sit in my inbox
until sometime once a day when the sweep rules run.
If I create a regular rule,
the arrival of that message
will be the event that launches the rule.
So I'm going to create a rule to move all of my emails
that I'm receiving about fabric
to the Fabric with Charles folder.
I could have created a sweep rule
but I didn't want there to be a long delay
between when the message arrives
and when it's moved to the folder
where Charles has access to it.
So what we'll do is create a different type of rule
and in the same move group where we see sweep,
there's a rules dropdown, and I want to create a new rule.
Now, notice that it says always move messages
from Microsoft Power BI.
Why?
Because I began with a message from Power BI selected.
That's not going to work for me.
So I need to find one of the fabric emails.
I'm simply going to type fabric
and it's offering me the Microsoft Fabric Teams email.
And I'm not going to choose that.
I'm going to click fabric
because what I'm looking for is any email
that has fabric in the subject,
I'm going to select one of them
and I'm going to choose Rules, Create Rule,
and it says, always move my messages from Microsoft
to this folder.
Well, that would get all of them.
I don't want that.
I want more options.
And I'm not going to say for all messages from Microsoft,
I'm going to say Microsoft Fabric Messages.
This is my name for the rule, and it says from,
and I'm going to say no, I don't want it from,
I actually want subject to include the word fabric.
So I'm choosing a condition.
I've rarely found a condition that I can't build a rule for.
So if I'm looking for any email that was sent from LinkedIn,
for example, I can say that the sender address
includes linkedin.com.
If I wanted to look for fabric in the body of the email
as well as the subject, I can say subject or body includes.
So I have lots of choices
and I can have multiple choices here.
So I could add another condition, for example,
that says it was sent only to me and it was sent only to me.
I am on the two line, yes,
but more than that, I'm the only recipient.
So something that was sent,
you can stack these up in building your condition
but if the subject contains fabric, we're fine.
What's the action?
The action is move it to
and the folder I'm going to select is Fabric with Charles.
And then don't process any more rules.
We're done.
Now, what I can do right now is save this rule
and if I save the rule, I'm not running it.
But if I want to move those items that meet this condition,
the subject includes the word fabric,
then I can say Run Rule Now and save this.
So I'm doing two things at the same time
and I'm going to close this and go to Fabric with Charles
and you'll notice here are the messages
that I want to be there,
and they're no longer in my inbox
and they're accessible to Charles.
If I want to go back and change that rule
or turn it off for a while,
then I can go to Rules, Manage Rules,
and I can create new rules here.
I can turn a rule off without deleting it
and then it won't run for a while.
I can edit the rules simply by clicking the Edit button
and I'm back again in this Rules dialog.
So you have lots of options
about what you would like to do with rules.
One creative way that a number of people use rules
is to create rules that they run only at specific times.
For example, at the end of the year,
it could be that at the end of the year,
they want messages from particular senders
to be archived in specific folders.
So they create those folders in the archive
and move things using rules
rather than using drag and drop.
Rules are one of the most powerful ways
to manage incoming messages
that you need to do one or more things with
in Microsoft Outlook.