Creating Filters in MS Outlook

Microsoft Outlook includes a powerful feature that allows users to filter out junk mail or "spam" mail. Creating filters (also called rules) will also help you organize your email. In addition, you can use rules to easily move letters to a specified folder or to delete letters from a designated username.

The Rules Wizard makes creating these filters quite easy.

To create a filter, follow these steps:

1. From the Tools menu at the top of the screen, click on Rules Wizard.

2. As an example, highlight Check Messages When They Arrive to create a filter for new incoming messages.

3. Click the link in the rule description box (lower box) that says "specific words." This will allow you to specify the words to look for in either the sender's address or subject line. For example, if you are receiving junk mail from the username "Bargains," you can type the word bargains here. You can also type words or phrases (separated by commas) that might be found in the subject line. For example, you can type "Special Offers, Work at Home," and other phrases.

4. Next, you will need to specify the action you wish Outlook to take. When Outlook finds junk mail, you might want to ask Outlook to delete it. However, if you want to move every letter from a particular person into a designated folder, you can choose the option "move to specified folder." Click on the word specified to browse your folders and assign the one you want.

Remember that you can always go back and modify a rule or delete a rule.

5. Finally, give your rule a name. This will allow you to easily find the rule should you need to modify it. For example, the name might be "Move HR mail to HR folder." You can optionally choose to run the rule by checking the box shown below. Be sure that the rule is turned on if you want it to begin working for you.