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Queen's University
 

Help and Support

Sorting Meeting Requests into a Separate Folder


This tutorial teaches you how to sort meeting requests into separate folders in Outlook 2010, to aid in email organization.

 



Sorting Meeting Requests into a Separate Folder

 

  1. Ensure Mailis selected in the Navigation Pane
    • On the Home tab, in the Move group, click Rules
    • Click Manage Rules and Alerts
    Click rules, manage rules and alerts
  2. The Rules and Alerts dialogue will appear
    • If you have more than one email account, in the Apply changes to this folder list, select the Inbox that you want to create a rule for.
    • Click New Rule
    Select the appropriate inbox and create new rule
  3. The Rules Wizard will begin
    • Select Apply rule on Messages I receive
    • Click Next
    select apply rule on message I receive from the wizard
  4. The Which condition(s) do you want to check? screen will open
    • Under Step 1: Select condition(s), select the condition that is a meeting invitation or update
    • Click Next
    Select the condition which is a meeting invite or update
  5. The What do you want to do with the message? screen will open
    • Under Step 1: Select action(s), select the action move to the specified folder
    • Under Step 2: Edit the rule description, click an underlined value. 
    • Choose a folder that is created, or create a new folder directly from this selection dialogue.  If you want the folder to be a subfolder of your inbox, click your inbox in the left and select New. Otherwise click your email address at the top of the list and then select New.
    • Name your folder
    • Click Next
    Select Move to specified folder from actions list
  6. You will be presented with a list of exceptions
    • This rule does not require any exceptions
    • Click Next 
  7. The Finish rule setup. screen will open
    • Enter a name for the rule
    • Check any other options that you want. If you want to move meeting requests that are already in your inbox, select Run this rule now on messages already in "Inbox"
    • Click Finish
    Enter a name for your rule, select any other desired options and finish

Sorting Meeting Requests for the Person you are a Delegate for


The rule above will filter ALL meeting requests into the folder specified.  However, if you are a delegate for someone and want to filter that person's meeting requests and responses into separate folders from your own, you will have to create  separate rules, and add exceptions.

 

Follow the instructions below to edit the original rule created above and in Step 1: add the exception except if the message header contains specific words and in Step 2: edit the exception to contain the email address of the person for whom you are a delegate.

 

Sort Meeting Request to Exclude the Person Whose Meetings You Manage

 

  1. From the Rules and Alerts dialogue, double click the rule you created above to edit it
    • Click Next twice, to navigate to the Are there any exceptions? screen
    • Choose except if the message header contains specific words.
    • Click the underlined specific words and add the following phrase: X-MS-Exchange-Inbox-Rules-Loop: person@queensu.ca (replace with email address of person whose meetings you manage)
    • Click Finish

Enter the exception from message header

 

Sort Meeting Request to Include  the Person Whose Meetings You Manage

 

  1. The Rules and Alerts dialogue will appear. The following is the exact same as the first rule you created, only with an additional condition identical to the exception entered just above
    • Click New Rule
    Select the appropriate inbox and create new rule
  2. The Rules Wizard will begin
    • Select Apply rule on Messages I receive
    • Click Next
    select apply rule on message I receive from the wizard
  3. The Which condition(s) do you want to check? screen will open
    • Under Step 1: Select condition(s), select the condition that is a meeting invitation or update
    • Select the condition that is with specific words in the message header. and add the following phrase: X-MS-Exchange-Inbox-Rules-Loop: person@queensu.ca (replace with the email address of person whose meetings you manage
    • Click Next
    select the message header condition and meeting request condition
  4. The What do you want to do with the message? screen will open
    • Under Step 1: Select action(s), select the action move to the specified folder
    • Under Step 2: Edit the rule description, click an underlined value
    • Choose a folder that is created, or create a new folder directly from this selection dialogue.  If you want the folder to be a subfolder of your inbox, click your inbox in the left and select New. Otherwise click your email address at the top of the list and then select New.
    • Name your folder
    • Click Next
    Select Move to specified folder from actions list
  5. You will be presented with a list of exceptions
    • Click Next as we need not enter any exceptions to this rule
  6. The Finish rule setup. screen will open
    • Enter a name for the rule
    • Check any other options that you want. If you want to move meeting requests that are already in your inbox, select Run this rule now on messages already in "Inbox"
    • Click Finish
    Enter a name for your rule, select any other desired options and finish

Using the above steps will ensure that meeting requests directed to you are filtered into a specified folder, and meeting requests for the person you delegate for will be filtered into a separate specified folder


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