With Microsoft Outlook rules, you can 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 example, you can specify that all
proposal messages that you send are saved to M-Files on the
basis that the subject field contains the word proposal.
Note: These instructions are for Microsoft Outlook 365. If you use a different
version of Microsoft Outlook, there can be minor differences in how
rules are created.
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.
Result:The Create Rule dialog is opened.
-
Click Advanced Options.
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:To create a rule that applies to messages that are sent by the selected
sender, check the from <sender> check box.
- Optional:
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 when they are moved. The best practice
normally is to move a copy of the message to M-Files.
With this method, 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:
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.
-
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.