The Official Web site for the Office of Information Technology - UTSA

A rule is a set of instructions that tells Entourage what actions to perform for specific types of e-mail messages.

Rules can help you stay organized by automatically sorting messages into folders or adding messages to a project. You can set up rules for incoming messages, news account messages and outgoing messages.

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Create a Rule (from the Mactopia website)

1. On the Tools menu, click Rules.
2. Click the arrow next to New, and then click the type of messages that will be governed by the new rule.

Figure 1. Microsoft Exchange account



3. Next to Rule name, type a descriptive name for the rule.
4. Under If, on the All messages pop-up menu, click the type of information that you want to identify. For most criteria, you move from left to right to use more pop-up menus or text boxes. For example, to identify all messages sent from coworkers, the criterion could be "From" "Contains" "@utsa.edu."
5. To add an additional criterion, click Add Criterion. If you have multiple criteria, on the Execute pop-up menu, click an option.
6. Under Then, on the Change status pop-up menu, click the action that you want. For most actions, you move from left to right to use more pop-up menus or text boxes. For example, to assign the messages to the UTSA-Transportation category, the action would be "Set category" "UTSA-Transportation."
7. To add another action, click Add Action.
8. Make sure that the Enabled check box is selected, then click OK.

Note:

• UTSA uses Microsoft Exchange to manage all UTSA e-mail addresses. With a Microsoft Exchange account, you cannot use Entourage 2004 to edit any rules - you must use Entourage 2008.
• Before it runs rules on messages, Entourage first applies the Mailing List Manager and then Junk E-mail Protection. Rules are applied last. However, they are applied to messages even if they are in the Junk category
• If you create multiple rules, Entourage runs the rules in the order in which they appear in the Rules window. You can adjust the order by moving them up or down in the list

More help and How To's, including videos, can be found at the Mactopia Web site.

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Edit/Delete A Rules

You cannot use Entourage 2004 to edit or delete any rules you create in Entourage. Please contact OITConnect for assistance.

Entourage 2008 users:

1. On the Tools menu, click Rules.
2. Click the tab for the type of rule that you want to change.
3. Do any of the following:

Figure 2. Entourage Rules menu

More help and How To's, including videos, can be found at the Mactopia website.