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Moving Messages based on content using
Outlook 2003
The following instructions outline the procedure involved to
move email messages that you receive in your inbox, to another folder, based on
email content. In this case we will move messages based on the subject
line of the incoming email, but rules can be made to look at many parts of the
incoming email and take appropriate action
The instructions here are for Outlook 2003, but
other versions are very similar.
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To create the message rule, click on tools then "Rules and Alerts", then New
Rule, click on the "Move messages with specific words in the subject to a
folder" (screen
shot).
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Click on the "Specific Words" link in the lower window, enter "****SPAM****"
(without the quotes) and press the "Add" button, notice that it
automatically enters quotes around the phrase you entered (screen
shot). There should only be one set of quotes around the phrase,
the one that the computer added.
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Click on OK
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Click on the "specified" folder link in the lower window, then click on New.
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In the "Name" box enter "Spam" (without the quotes), Leave the "Folder
contains" section to be "Mail and Post Items", in the lower "Select where to
place the folder" section, click to highlight the "Personal Folders" (screen
shot).
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Click OK, then OK again to select the newly created folder.
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Click on Finish, click OK if a message indicating that this is a client rule
only.
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Click on Ok to Activate the newly created rule.
- At this point, any new email that contains the letters
"****SPAM****" in the subject line will be removed from your inbox and
placed in the "Spam" folder.
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You can repeat this process to move messages of different
types, sort by sender, sort by recipient, etc. out of your inbox and into a
specified folder.
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A useful subject line keyword to use is also "Virus
Alert" (without the quotes) if you are an anti-virus customer and wish
to move the alert messages to a different folder.
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