As a Student Adviser you may receive many emails from many different students and would like a way to manage them. This page describes a way to do this in MS Outlook only, other email clients may not have the same functions. You can test these rules with your colleagues as anything you set up can easily be changed or deleted. If you find you are getting several email notifications a day you may want to automatically put them into a folder, so that you can get to them all when there are a certain number of notifications waiting or at a suitable time for you in the day rather than taking action on each one as it comes. Setting up an MS Outlook rule will enable you to do this easily. First of all you need to create a folder in Outlook - press the F1 key in Outlook and search for Create a folder for help on how to do this if you’re not already familiar. We have set up an example folder for named SA Notifications Go to the ribbon in Outlook, select the drop-down on the Rules icon and select the Manage Rules and Alerts option. Image This will open the Rules and Alerts box. Ensure you are on the Email Rules tab. Image Select New Rule… button on the toolbar This opens the Rules Wizard box. From the Rules Wizard box you can apply many different rules. To move messages received from the automatic notification to the folder you created for them in step 1, select Apply rule on messages I receive under Start from a blank rule. Select Next to take you to the conditions you want to set. Image In the conditions screen select from people or public group and with specific words in the subject. In the lower box select the underlined text from people or group and enter EUCLID_Staff_Support@ed.ac.uk in the From box at the bottom then select OK In the lower box select the underlined text specific words in the subject and enter [PT] then select Add and OK. Click Next. Image In the next section, select move it to the specified folder. In the lower box select the underlined text specified folder and browse through your email folders to get to your new folder. Select OK then Next. Image On the next screen, add any exception conditions – normally there will be none, but you may want to add an exception if you have one. Press Next to be taken to Finish rule setup. Add a name for the rule, e.g. ‘Move Student Adviser emails to the SA notifications folder’ and make sure that ‘Turn on this rule’ is checked. If you want to run the rule on existing messages to forward them then check the box ‘Run this rule now on messages already in Inbox’ and select Finish. Image This article was published on 2024-07-29
