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Outlook 2007 - Filter emails into folders based on sender names

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#1 +DConnell

DConnell

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Posted 13 November 2013 - 14:48

I just had an interesting question - a woman in Accounting would like to set Outlook to automatically sort emails from Sales reps into folders. I know this can easily be done by created a rule for each sender, but there's around 30. She was wondering if there was a way to set a single rule that would do the trick - make the "from" and "folder" elements of the rule variables, have Outlook "compare" the sender name with the subfolders and do the sort when appropriate. Basically, do the job with one more sophisticated rule instead of 30 basic ones. I'm thinking that's a little more sophisticated than Outlook is capable of, and definitely more sophisticated than my experience using it.

 

I'm thinking that's not possible, but I thought I'd check with the experts here before I tell her so.



Best Answer Roger H. , 13 November 2013 - 15:28

Hmm - I probably read it wrong the first time but upon review it looks like you want to create 1 rule to process 30 different senders to 30 different subfolders? I read it as 30 different senders to 1 subfolder which is possible. I don't think it's possible to do the first option however.

 

For the 2nd option:

 

Sure you should be able to. I don't have 2007 handy but should be similar to 2010.

 

Manage Rules and Alerts - Move messages from someone to a folder- NEXT.

 

Now check "with specific words in the senders address" box then go to section 2 and click the senders and add all the users emails you want then choose the folder you want them to go to.

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#2 Roger H.

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Posted 13 November 2013 - 15:28   Best Answer

Hmm - I probably read it wrong the first time but upon review it looks like you want to create 1 rule to process 30 different senders to 30 different subfolders? I read it as 30 different senders to 1 subfolder which is possible. I don't think it's possible to do the first option however.

 

For the 2nd option:

 

Sure you should be able to. I don't have 2007 handy but should be similar to 2010.

 

Manage Rules and Alerts - Move messages from someone to a folder- NEXT.

 

Now check "with specific words in the senders address" box then go to section 2 and click the senders and add all the users emails you want then choose the folder you want them to go to.



#3 OP +DConnell

DConnell

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Posted 13 November 2013 - 15:52

Hmm - I probably read it wrong the first time but upon review it looks like you want to create 1 rule to process 30 different senders to 30 different subfolders? I read it as 30 different senders to 1 subfolder which is possible. I don't think it's possible to do the first option however.

 

For the 2nd option:

 

Sure you should be able to. I don't have 2007 handy but should be similar to 2010.

 

Manage Rules and Alerts - Move messages from someone to a folder- NEXT.

 

Now check "with specific words in the senders address" box then go to section 2 and click the senders and add all the users emails you want then choose the folder you want them to go to.

 

It is indeed the first option that she was hoping to be able to do. She knew up front it wasn't likely, but thought there was no harm in asking. That's always my policy. :)

 

Thank you for the confirmation. She'll just need to put in a little time on the setup.