|
In "Using the rules wizard - Part I" we covered how to create directory folders under the Outlook 98 Personal Folders directory. We also covered step-by-step instructions for creating rules to automatically process incoming E-mail. This article continues where Part I ended. Check your rules to determine if they are being applied in a logical sequence, then click on the "Move up" or "Move down" buttons as necessary. For example, the rules pertaining to "Junk E-mail" and "Adult Content" should probably be applied last while the rules dealing with E-mail received from clients should most likely be applied first. Another way of looking at this, is that if E-mail is not from a client, and it does not fit the junk or adult content categories, then it goes to the Inbox. If mail is received from a client, however, it is placed directly into the folder that applies to that client. How you set up your client directories is simply a matter of personal preference. Keep in mind, however, that if you create a directory labeled "Listings," then create sub-directories by listing client name, the Listing directory will not automatically change to bolded print when an E-mail is automatically placed in it. For this reason, you may wish to keep the directory expanded (the box to the left of the directory name displays a minus sign) rather than collapsed (the same box now displays a plus sign). Another alternative is to simply set up your Listing clients in separate directories under Personal Folders, such as the following: Listing - John Jones Listing - Mary Doe Listing - Mr. & Mrs. James A. Doe Listing - Dr. Mary Jones By starting each directory name with the word "Listing," you automatically group all Listing folders in the same area. However, because each directory is a main directory under Personal Folders, each time new, unread mail is automatically placed in that directory, it is displayed in bolded print. It also displays, in blue between parentheses, the number of unread E-mail messages the directory contains. Along those same lines, you may wish to consider setting up directories for Buyers, Seller Prospects and Buyer Prospects (either as large main directories with individuals named as sub-directories or grouped together as main directories by beginning the directory name with the same word). Just as you can employ the rules wizard to automatically place incoming E-mail messages into specific, pre-determined directories or folders, so can you provide customized handling of outgoing messages. From the menu bar at the top of your screen, click on Tools, then Rules Wizard, then New. Scroll down the "Which type of rule do you want to create?" box to the rule "Move messages I send to someone." Click on it, then in the Rule Description box beneath it click on people or distribution list. The Rule Address book opens to allow you to find and select the name of the person or distribution list. Once you click on the name and click on the "To ->" button to add the name to the list on the right of your screen, click "OK." You are returned to the rules wizard to select the folder. At this point, select the folder to which you want to move the outgoing message and click on it. The next rules wizard window asks "What do you want to do with the message?" Click on the checkbox "move a copy to the specified folder." If there are any exceptions to this rule, select them from the next rules wizard window. Click "Finish" to complete. Now if you send an E-mail to say, Mr. & Mrs. James A. Doe (one of the examples of listing directories given above), your rules wizard will automatically places a copy of that E-mail message in the Doe's folder. All your incoming and outgoing E-mail communications to the Doe's are grouped together in the appropriate directory. This will not only facilitate locating a specific message, but also provides a running E-mail record to help document the transaction from inception to closing. |
