1 00:00:00,05 --> 00:00:02,05 - [Instructor] Another way to manage the items 2 00:00:02,05 --> 00:00:06,04 that are in your inbox is by using Sweep. 3 00:00:06,04 --> 00:00:08,04 Sweep differs from Quick Step 4 00:00:08,04 --> 00:00:10,08 in a couple of important ways. 5 00:00:10,08 --> 00:00:12,04 With a Quick Step, 6 00:00:12,04 --> 00:00:16,06 we choose a message and then choose a Quick Step 7 00:00:16,06 --> 00:00:18,03 and the automation runs. 8 00:00:18,03 --> 00:00:22,01 With Sweep, the automation doesn't run when we set it up. 9 00:00:22,01 --> 00:00:24,01 It runs once a day. 10 00:00:24,01 --> 00:00:26,03 Usually in the middle of the night. 11 00:00:26,03 --> 00:00:29,02 So any Sweep rule that we set up 12 00:00:29,02 --> 00:00:32,06 will only run on a daily basis. 13 00:00:32,06 --> 00:00:34,00 Also, with Sweep, 14 00:00:34,00 --> 00:00:37,01 we're actually identifying who the sender is. 15 00:00:37,01 --> 00:00:39,01 That's what's important to us. 16 00:00:39,01 --> 00:00:41,08 And we're asking that when those messages are swept 17 00:00:41,08 --> 00:00:43,02 that they be sent somewhere. 18 00:00:43,02 --> 00:00:45,00 Somewhere could be a folder, 19 00:00:45,00 --> 00:00:47,07 like a folder for those messages 20 00:00:47,07 --> 00:00:50,02 like licenses or catalog requests, 21 00:00:50,02 --> 00:00:53,00 but it can also be the deleted items folder. 22 00:00:53,00 --> 00:00:55,06 So let me show you how to set up a Sweep rule. 23 00:00:55,06 --> 00:00:58,06 Start by selecting a message 24 00:00:58,06 --> 00:01:01,03 sent by the sender that you want to Sweep. 25 00:01:01,03 --> 00:01:05,03 So I'm actually going to choose The Box Team 26 00:01:05,03 --> 00:01:07,08 and then I'm going to click Sweep. 27 00:01:07,08 --> 00:01:11,00 Sweep messages from The Box Team. 28 00:01:11,00 --> 00:01:12,04 And what are my choices? 29 00:01:12,04 --> 00:01:15,04 One is that at the end of the day, 30 00:01:15,04 --> 00:01:17,05 whenever that schedule runs 31 00:01:17,05 --> 00:01:19,09 to move every message from The Box Team 32 00:01:19,09 --> 00:01:22,09 and send them someplace I have yet to choose. 33 00:01:22,09 --> 00:01:26,01 The second is to move all of the messages 34 00:01:26,01 --> 00:01:29,07 from The Box Team that are already in the inbox 35 00:01:29,07 --> 00:01:31,06 and any that come in in the future. 36 00:01:31,06 --> 00:01:33,09 So I have an ongoing rule that simply says, 37 00:01:33,09 --> 00:01:36,04 if it's from The Box Team, move them all. 38 00:01:36,04 --> 00:01:39,06 My third option is keep whatever the latest message is, 39 00:01:39,06 --> 00:01:41,07 but move the rest. 40 00:01:41,07 --> 00:01:44,08 And the fourth option is based on time. 41 00:01:44,08 --> 00:01:49,08 If it's a message that's older than 10 days, then move it. 42 00:01:49,08 --> 00:01:52,00 If none of those situations fit 43 00:01:52,00 --> 00:01:55,01 for the sender that you are specifying, 44 00:01:55,01 --> 00:01:57,08 you probably don't want to use Sweep. 45 00:01:57,08 --> 00:02:00,07 But if these do work, if for example, 46 00:02:00,07 --> 00:02:03,06 I want to always keep the latest message from The Box Team 47 00:02:03,06 --> 00:02:05,06 but move all of the rest, 48 00:02:05,06 --> 00:02:07,05 then the only thing left to decide 49 00:02:07,05 --> 00:02:12,00 is where do the ones I'm moving of the inbox go. 50 00:02:12,00 --> 00:02:14,08 So I would keep the latest message and move the rest 51 00:02:14,08 --> 00:02:19,05 in a scenario where I received an update 52 00:02:19,05 --> 00:02:23,08 on a weekly, monthly, perhaps even a daily basis. 53 00:02:23,08 --> 00:02:26,00 And as soon as there's a new update, 54 00:02:26,00 --> 00:02:28,03 all of the old updates you're irrelevant. 55 00:02:28,03 --> 00:02:30,05 And I might as well delete them. 56 00:02:30,05 --> 00:02:32,09 In that case, I would choose keep the latest message 57 00:02:32,09 --> 00:02:35,06 and move the rest to deleted items. 58 00:02:35,06 --> 00:02:37,08 Or I could say, if I have a message 59 00:02:37,08 --> 00:02:40,04 that's on a weekly update, if it's more than 10 days old, 60 00:02:40,04 --> 00:02:43,00 I want it gone and I can delete it. 61 00:02:43,00 --> 00:02:45,07 So choose whichever of these is best for you. 62 00:02:45,07 --> 00:02:49,00 And then your choices are that you can delete it 63 00:02:49,00 --> 00:02:52,07 or you can send it to a specific folder, including Archive, 64 00:02:52,07 --> 00:02:54,05 including a folder that I set up 65 00:02:54,05 --> 00:02:56,01 for messages from The Box Team. 66 00:02:56,01 --> 00:02:58,03 I don't want in my inbox anymore. 67 00:02:58,03 --> 00:02:59,07 But in this case, 68 00:02:59,07 --> 00:03:03,02 if it is not the latest message from The Box Team, 69 00:03:03,02 --> 00:03:06,08 I want to simply delete it and I'm going to click OK. 70 00:03:06,08 --> 00:03:09,08 The Outlook dialogue here indicates success 71 00:03:09,08 --> 00:03:12,00 and reiterates the rule I set up. 72 00:03:12,00 --> 00:03:13,05 You will only see the latest message 73 00:03:13,05 --> 00:03:15,06 from the sender you specify. 74 00:03:15,06 --> 00:03:19,01 We are working on cleaning up your inbox and I click OK, 75 00:03:19,01 --> 00:03:21,03 and my Sweep is done. 76 00:03:21,03 --> 00:03:23,07 That's how I set up a Sweep rule. 77 00:03:23,07 --> 00:03:25,00 Is the message still here? 78 00:03:25,00 --> 00:03:29,09 Yes, but whenever the scheduled Sweep rules run, 79 00:03:29,09 --> 00:03:32,07 unless this message is the most recent message, 80 00:03:32,07 --> 00:03:35,00 it will be moved to deleted items.