Automatic Email Filing

 

In order to file mail automatically in the Microsoft Outlook 2000 program, follow these steps:

 

First, create a folder for your mail to be filed in (if one does not already exist):

 

After starting Outlook, click on File | New | New Folder.  You will see the following “Create New Folder” dialog box:

 

In this case, the new folder named “Internship” will be created beneath the “Mailbox – Gray, Terry” level within the mail filing system.  If you wanted the folder to be created under the “ATG” level in the example given, first click on the “ATG” folder, and then begin the process of creating the new folder.  Whatever folder is highlighted when you begin the folder creation process will be “above” the new folder in the folder hierarchy.

 

Shortcut:  Simply display your folders, right click the one you want to be the “upper level” folder, and choose “New Folder…”.  The new folder will be created beneath that one.

 

Secondly, create a rule to inspect all incoming mail and file it on the basis of a particular word (or words) in the subject line.  Do the following:

 

Click on Tools | Rules Wizard.  You will see the following dialog box:

The upper window in the box displays all existing mail filing rules.  To begin a new rule, click the “New…” button in the upper right.

You will see the following:

 

We want to create a rule that will “Check messages when they arrive”, the first choice in the upper window.

 

Click the “Next >” button.  You will then see a rules conditions dialog box:

 

Place a check in the box next to “with specific words in the subject”.  Then, in the lower window of this dialog, click “specific words”. 

The “Search Text” dialog will open.

Type the word(s) you want in the “Add new:” dialog and click the “Add” button.  Then click OK.

 

Click “Next >” again.  You will then see the “What do you wlant to do with the message?” dialog.

Click next to “move it to the specified folder, in the upper window, and click the word “specified” in the lower window.

 

The following “choose a folder” dialog will open, allowing you to click the folder where you want the mail filed:

Click the “Internship” folder you created in the first step above, and then click OK.

When you are returned to the Rules Wizard, click “Next >”.  You will then see the following dialog:

This dialog allows you to add any exceptions to the rule you have created.  Since we do not need any, click “Next >”.

 

Finally, be sure that “Turn on this rule” is checked in the final dialog.  Note that you may also check “Run this rule now on messages already in your in box.  To complete the rule, click “Finish”.

Henceforth, all mail that arrives with the word “Internship” in the subject line will be automatically filed in the Internship mailbox.

 

 

c:/my docs/automatic email filing.doc