Filtering Emails In Outlook
From All n One's bxp software Wixi
1 Introduction
Bxp sends an email to system champions every time a hamster is generated on their system. These emails can build up and sometimes a system champion will only want to see hamsters which are generated by a certain department. Users can use Microsoft Outlook to set up rules and filters to separate the hamster emails, i.e. if a champion only wants to see emails from a certain department, they can filter these emails out to a particular folder. As an example, this article will go through the steps involved in filtering any green hamster emails from a department called “Team Leads” into a folder called Team Leads.
2 Setting Up A Rule
Create a new folder called Team Leads by right clicking on inbox and selecting new folder. A pop up will appear to enter a name for the folder. Select a location for it. Type in a name for the folder and select a location. Click inbox if you would like it to be a sub-folder of the inbox. A folder called team leads will now appear inside the inbox folder.
To set up a rule on Outlook, go to File -> Manage Rules & Alerts
Click on New Rule on the Email Rules tab and the following window should appear:
This screen allows users to move messages from certain contacts or with certain words in the subject/body etc. to different folders. To identify an email as a hamster email, a rule will be set up to check if the mail was sent from businessexpress@allnone.ie and if the subject contains the phrase “green hamster”. The hamster emails have the department of the user who received the hamster listed in the body of the email. The rule will also search the body of the email for the department name.
Select the second option from the rules wizard “Move messages with specific words in the subject to a folder”. The second window on the screen will allow users to find specific phrases and select which folder to filter the emails to.
Click on specific words and a screen will be displayed where a user can enter phrases to be searched by the rule. Type in “Green hamster” and click add, then click ok.
On the rules wizard screen, click on the specified folder link. A window will display a list of email folders in the Outlook account, select the folder called “Team Leads” and click ok.
Click “next” and more options will appear to add more conditions to the rules.
At the moment, the rule will filter any green hamster emails to the team leads folder. This screen allows the user to filter the rule further by searching the body for the department. Select “with specific words in the body” and then click on “specific words” in the rule description screen. The user will be presented with a screen where they can type in phrases they want the rule to filter on. In this example, the rule will filter out any mail where the department of the user is team leads so type “Team Leads” into the box and click add, followed by OK.
Click the finish button to confirm the rule has been created. On the next screen click “apply” and then “OK”. The rule is now complete and will filter any green hamster emails from users in the Team Leads department into a separate folder.
