#how #to #archive #email #in #outlook
Setting up email message filters in Outlook
The following instructions will allow you to create filters for your email client which will automatically move or delete incoming messages with certain characteristics. These instructions assume you have already set up your Personal Folders for local storage of mail.
From the Tools menu, choose Rules Wizard.
From the Rules Wizard window, select the New. button.
The default of “Check messages when they arrive” is fine. No need to change anything.
Select the Next button to continue.
Click in the check box next to “with specific words in the subject .”
Next, in the lower part, under Rule description. select the link named specific words.
In the Search Text window, to the right of Add new. enter the exact words which are in the subject line of the messages which you want to filter. In this example, I have entered, “Example Subject Line.”
Now select the Add button, and the words you entered should appear in the Search list area.
Select the OK button to continue.
Back in the Rules Wizard, your subject line string should be in the Rule description pane.
Select Next to contine.
Click in the check box next to “move it to the specified folder .”
Next, in the lower part, under Rule description. select the link named specified.
Select the New. button if you need to create a new folder for the messages. Otherwise choose an existing folder under Personal Folders and skip the next step.
Give the new folder a name, then select OK.
Whether you created a new folder, or chose an existing folder, now select OK.
Back in the Rules Wizard, your folder name should be in the Rule description pane.
Select Finish. If you were to choose Next, then you could add some additional restrictions to the filter. But right now, we don’t need to do that.
You should now be back in the first Rules Wizard window, with your new filter in the top pane.
Select OK to finish. All incoming mail will now be subject to the new filter as long as the Outlook client is running and logged in. To filter the messages which have arrived when the client is off, you must manually execute the rule from within the rules wizard.