1 00:00:00,05 --> 00:00:01,05 - [Instructor] In the last movie, 2 00:00:01,05 --> 00:00:05,07 we looked at sweep rules which run once a day. 3 00:00:05,07 --> 00:00:07,03 We can create other rules 4 00:00:07,03 --> 00:00:10,02 that are triggered on a different basis. 5 00:00:10,02 --> 00:00:12,06 For example, a rule that is triggered 6 00:00:12,06 --> 00:00:16,01 or starts each time a message 7 00:00:16,01 --> 00:00:19,07 that meets a criteria arrives in your inbox. 8 00:00:19,07 --> 00:00:24,00 So if I had a sweep rule about messages from box team, 9 00:00:24,00 --> 00:00:26,01 I could expect that a message that I received 10 00:00:26,01 --> 00:00:28,01 from the box team would sit in my inbox 11 00:00:28,01 --> 00:00:32,01 until sometime once a day when the sweep rules run. 12 00:00:32,01 --> 00:00:34,01 If I create a regular rule, 13 00:00:34,01 --> 00:00:36,00 the arrival of that message 14 00:00:36,00 --> 00:00:39,02 will be the event that launches the rule. 15 00:00:39,02 --> 00:00:43,05 So I'm going to create a rule to move all of my emails 16 00:00:43,05 --> 00:00:45,01 that I'm receiving about fabric 17 00:00:45,01 --> 00:00:47,07 to the Fabric with Charles folder. 18 00:00:47,07 --> 00:00:49,04 I could have created a sweep rule 19 00:00:49,04 --> 00:00:51,05 but I didn't want there to be a long delay 20 00:00:51,05 --> 00:00:53,02 between when the message arrives 21 00:00:53,02 --> 00:00:54,07 and when it's moved to the folder 22 00:00:54,07 --> 00:00:56,09 where Charles has access to it. 23 00:00:56,09 --> 00:01:00,07 So what we'll do is create a different type of rule 24 00:01:00,07 --> 00:01:03,09 and in the same move group where we see sweep, 25 00:01:03,09 --> 00:01:08,00 there's a rules dropdown, and I want to create a new rule. 26 00:01:08,00 --> 00:01:10,09 Now, notice that it says always move messages 27 00:01:10,09 --> 00:01:12,02 from Microsoft Power BI. 28 00:01:12,02 --> 00:01:13,01 Why? 29 00:01:13,01 --> 00:01:16,08 Because I began with a message from Power BI selected. 30 00:01:16,08 --> 00:01:18,04 That's not going to work for me. 31 00:01:18,04 --> 00:01:21,06 So I need to find one of the fabric emails. 32 00:01:21,06 --> 00:01:23,05 I'm simply going to type fabric 33 00:01:23,05 --> 00:01:27,00 and it's offering me the Microsoft Fabric Teams email. 34 00:01:27,00 --> 00:01:28,00 And I'm not going to choose that. 35 00:01:28,00 --> 00:01:29,03 I'm going to click fabric 36 00:01:29,03 --> 00:01:32,03 because what I'm looking for is any email 37 00:01:32,03 --> 00:01:35,06 that has fabric in the subject, 38 00:01:35,06 --> 00:01:38,01 I'm going to select one of them 39 00:01:38,01 --> 00:01:42,00 and I'm going to choose Rules, Create Rule, 40 00:01:42,00 --> 00:01:44,07 and it says, always move my messages from Microsoft 41 00:01:44,07 --> 00:01:45,06 to this folder. 42 00:01:45,06 --> 00:01:46,05 Well, that would get all of them. 43 00:01:46,05 --> 00:01:47,03 I don't want that. 44 00:01:47,03 --> 00:01:50,00 I want more options. 45 00:01:50,00 --> 00:01:53,06 And I'm not going to say for all messages from Microsoft, 46 00:01:53,06 --> 00:01:58,01 I'm going to say Microsoft Fabric Messages. 47 00:01:58,01 --> 00:02:01,07 This is my name for the rule, and it says from, 48 00:02:01,07 --> 00:02:03,09 and I'm going to say no, I don't want it from, 49 00:02:03,09 --> 00:02:08,08 I actually want subject to include the word fabric. 50 00:02:08,08 --> 00:02:11,00 So I'm choosing a condition. 51 00:02:11,00 --> 00:02:15,00 I've rarely found a condition that I can't build a rule for. 52 00:02:15,00 --> 00:02:20,01 So if I'm looking for any email that was sent from LinkedIn, 53 00:02:20,01 --> 00:02:26,05 for example, I can say that the sender address 54 00:02:26,05 --> 00:02:29,02 includes linkedin.com. 55 00:02:29,02 --> 00:02:33,06 If I wanted to look for fabric in the body of the email 56 00:02:33,06 --> 00:02:37,02 as well as the subject, I can say subject or body includes. 57 00:02:37,02 --> 00:02:38,04 So I have lots of choices 58 00:02:38,04 --> 00:02:41,07 and I can have multiple choices here. 59 00:02:41,07 --> 00:02:44,08 So I could add another condition, for example, 60 00:02:44,08 --> 00:02:52,05 that says it was sent only to me and it was sent only to me. 61 00:02:52,05 --> 00:02:54,07 I am on the two line, yes, 62 00:02:54,07 --> 00:02:57,08 but more than that, I'm the only recipient. 63 00:02:57,08 --> 00:02:59,02 So something that was sent, 64 00:02:59,02 --> 00:03:01,06 you can stack these up in building your condition 65 00:03:01,06 --> 00:03:04,05 but if the subject contains fabric, we're fine. 66 00:03:04,05 --> 00:03:05,06 What's the action? 67 00:03:05,06 --> 00:03:08,09 The action is move it to 68 00:03:08,09 --> 00:03:13,06 and the folder I'm going to select is Fabric with Charles. 69 00:03:13,06 --> 00:03:16,02 And then don't process any more rules. 70 00:03:16,02 --> 00:03:17,03 We're done. 71 00:03:17,03 --> 00:03:20,02 Now, what I can do right now is save this rule 72 00:03:20,02 --> 00:03:22,07 and if I save the rule, I'm not running it. 73 00:03:22,07 --> 00:03:26,03 But if I want to move those items that meet this condition, 74 00:03:26,03 --> 00:03:28,08 the subject includes the word fabric, 75 00:03:28,08 --> 00:03:32,04 then I can say Run Rule Now and save this. 76 00:03:32,04 --> 00:03:35,09 So I'm doing two things at the same time 77 00:03:35,09 --> 00:03:40,03 and I'm going to close this and go to Fabric with Charles 78 00:03:40,03 --> 00:03:42,07 and you'll notice here are the messages 79 00:03:42,07 --> 00:03:43,09 that I want to be there, 80 00:03:43,09 --> 00:03:45,06 and they're no longer in my inbox 81 00:03:45,06 --> 00:03:48,00 and they're accessible to Charles. 82 00:03:48,00 --> 00:03:50,07 If I want to go back and change that rule 83 00:03:50,07 --> 00:03:53,01 or turn it off for a while, 84 00:03:53,01 --> 00:03:57,01 then I can go to Rules, Manage Rules, 85 00:03:57,01 --> 00:04:01,03 and I can create new rules here. 86 00:04:01,03 --> 00:04:04,02 I can turn a rule off without deleting it 87 00:04:04,02 --> 00:04:08,00 and then it won't run for a while. 88 00:04:08,00 --> 00:04:10,05 I can edit the rules simply by clicking the Edit button 89 00:04:10,05 --> 00:04:14,04 and I'm back again in this Rules dialog. 90 00:04:14,04 --> 00:04:18,05 So you have lots of options 91 00:04:18,05 --> 00:04:22,03 about what you would like to do with rules. 92 00:04:22,03 --> 00:04:25,09 One creative way that a number of people use rules 93 00:04:25,09 --> 00:04:29,02 is to create rules that they run only at specific times. 94 00:04:29,02 --> 00:04:31,03 For example, at the end of the year, 95 00:04:31,03 --> 00:04:33,00 it could be that at the end of the year, 96 00:04:33,00 --> 00:04:35,06 they want messages from particular senders 97 00:04:35,06 --> 00:04:38,05 to be archived in specific folders. 98 00:04:38,05 --> 00:04:40,07 So they create those folders in the archive 99 00:04:40,07 --> 00:04:42,01 and move things using rules 100 00:04:42,01 --> 00:04:44,07 rather than using drag and drop. 101 00:04:44,07 --> 00:04:47,01 Rules are one of the most powerful ways 102 00:04:47,01 --> 00:04:49,06 to manage incoming messages 103 00:04:49,06 --> 00:04:52,00 that you need to do one or more things with 104 00:04:52,00 --> 00:04:54,00 in Microsoft Outlook.