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Microsoft Entourage 2008

Using Rules to Organize Your Email

Using Rules can help you organize your email in Entourage. Rules allow you to set actions that will be performed automatically after receiving a message that meets criteria you set. For example, Entourage can redirect messages with a certain subject line or messages containing a certain word or phrase. Or messages from a colleague can be automatically forwarded or placed in a special folder. Entourage Rules are flexible and allow you to tailor them to your needs. This document contains information on the following:

return to topTypes of Rules

Entourage allows you to create many different types of Rules to help automate and organize your email. Once set, these Rules enable Entourage to automatically perform such actions as the following:

return to topCreating Rules

There are many options available to you when creating Rules. The following directions show an example of how you can move messages from a group of people to a specific folder.

  1. From the Tools menu, select Rules...
    The Rules dialog box appears.

  2. Select the Mail (Exchange) tab

  3. Click NEWNew button
    The Edit Rule dialog box appears.
    Edit Rule dialog box

  4. In the Rule name text box, type the desired name of the rule

  5. In the If section, from the Execute pull-down list, select when you would like the rule to be applied
    EXAMPLE: Select If any criteria are met.

  6. In the If section, from the Criterion pull-down list, select the first criteria and enter any necessary information
    EXAMPLE: To apply the rule to all messages from your manager, select From, select Contains, and type your manager's email address into the text box.

  7. OPTIONAL: To set additional criteria,
    1. In the If section, click ADD CRITERIONAdd Criterion button
    2. Repeat steps 5–6

  8. In the Then section, from the Action pull-down list, select what you would like Entourage to do with messages according to your criteria, and supply any additional information
    EXAMPLE: To automatically put messages into a folder called Work, from the Action pull-down list, select Move message, and from the second pull-down list that appears, select Work.

  9. OPTIONAL: To set additional actions,
    1. In the Then section, click ADD ACTIONAdd Action button
    2. Repeat step 8

  10. Click OK

  11. Close the Rules dialog box

return to topEnabling and Disabling Rules

Once you have created a Rule, you must enable it. If you no longer want to use a Rule, you can easily disable it. The steps listed here toggle a Rule on and off.

  1. From the Tools menu, select Rules...
    The Rules dialog box appears.

  2. Select the Mail (Exchange) tab

  3. To enable a rule, from the list of Rules, select the checkbox beside the desired Rule
    To disable a rule, from the list of Rules, deselect the checkbox beside the desired Rule
    NOTE: A checkmark appears in the box when the Rule is enabled.

  4. Close the Rules dialog box

return to topDeleting Rules

When a Rule is no longer needed, it can be deleted.

  1. From the Tools menu, select Rules...
    The Rules dialog box appears.

  2. Select the Mail (Exchange) tab

  3. From the list of Rules, select the Rule you would like to delete
    NOTE: A Rule is selected when it appears highlighted.

  4. Click DELETEDelete button
    OR
    Press [del]
    A confirmation dialog box appears.

  5. Click DELETE

  6. Close the Rules dialog box

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