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By utilizing Microsoft Outlook rules, you can easily automate saving specific kinds
of email messages to M-Files on the basis of, for example, the
sender, subject, or recipient of a message. For instance, you can specify that all
proposal messages that you send are to be saved to M-Files on
the basis that the subject field contains the word proposal.
Note: These
instructions are for Microsoft Outlook 2013. If you are using a
different version of Microsoft Outlook, there may be minor
differences in how rules are created.
Complete the following steps to
create a Microsoft Outlook rule for M-Files:
-
Open Microsoft Outlook and select an email message that
represents the type of message for which you want to create a rule.
Example:You can select the message and create the rule on the basis of, for
example, the sender of the message, text in the subject field, or the recipient
of the message.
-
On the Home tab, in the Move section,
click Rules and the select Create
Rule... from the menu.
Result:The Create Rule dialog is opened.
-
Click the Advanced Options... button.
Result:The Rules Wizard dialog is opened.
-
Check the condition or conditions that an email message must meet for this rule
to be applied.
Example:If you want to create a rule that applies to messages that are sent by the
selected sender, check the from <sender> check
box.
- Optional:
If necessary, click an underlined value in the rule description field to edit
the rule condition.
-
Click Next.
-
Check the move a copy to the specified folder check
box.
You can also move the messages themselves directly to M-Files so that they are deleted from Microsoft Outlook once they are moved, but the best practice
normally is to move a copy of the message to M-Files, in which case the actual message remains in the
original folder, such as the Inbox or Outbox folder.
-
Click specified in the rule description field.
Result:The Rules and Alerts dialog is opened.
-
Expand the M-Files node and then select the
vault to which you want to move copies of messages that match this rule.
-
Click OK to close the Rules and
Alerts dialog and then click Next.
- Optional:
If you need to make exceptions to this rule, check any exception check box that
you want to be applied and edit the exception in the rule description field, if
necessary.
-
Click Next.
-
In the text field, enter a descriptive name for the rule.
-
Check the Run this rule now on messages already in... and
Turn on this rule check boxes and click
Finish to finish creating the rule.
