Rules in Entourage 2004

[Henry Seiden]

I use the rules a lot in Entourage 2004. Rules to sort incoming POP messages
into the same folders for known correspondents/organizations. A separate set
for Outgoing Mail. Rules for junk/Spam (SpamSieve) external to Entourage,
change category for sorted stuff. Separate rules for IMAP mail. Ok there're
lots of them.

Recently I discovered that I need a whole separate set of rules for
forwarded mail copied/sent from my iPhone. I think that I reached my limit
on these Rules. Does anybody have a better, easier way to sort all email
into folders based on one rule for a recipients name, whether incoming or
outgoing or relayed?

Henry

 

[Diane]

I use the rules a lot in Entourage 2004. Rules to sort incoming POP messages
into the same folders for known correspondents/organizations. A separate set
for Outgoing Mail. Rules for junk/Spam (SpamSieve) external to Entourage,
change category for sorted stuff. Separate rules for IMAP mail. Ok there're
lots of them.

Recently I discovered that I need a whole separate set of rules for
forwarded mail copied/sent from my iPhone. I think that I reached my limit
on these Rules. Does anybody have a better, easier way to sort all email
into folders based on one rule for a recipients name, whether incoming or
outgoing or relayed?

Each account type MUST have it's own set of rules. You can use generalized
rules like sorting by category that covers many emails with one action.

I don't have an iPhone to know how those show up in Entourage, but William
Smith, MVP does and I'll cc him on this.

 

[Henry Seiden]

Diane,

To elaborate- in my set up now there is a rule/folder. Each folder relates
to a client or one organization (in case of multiple people within the
org.). In that folder goes correspondence to / from me related to the
client.

I do similar with large vendors that have a lot of correspondence.

For each folder there are multiple rules- a POP incoming mail rule and an
outgoing mail rule. The rules list multiple email addresses and perform the
action of turning off the category and sorting the mail to the folder for
the type of mail it is. Most clients only use one server type (POP or IMAP)
luckily.

Now I find that I need a third rule for forwarded mail (from the iPhone,
don't know if the 'crackberrys' work in similar ways) if I save message sent
from that device, by copying my 'normal' email account.

Needless to say that's a lot of rules. Adding a third set now brought this
question to mind. Thanks for your help.

Henry

 

[Diane]

To elaborate- in my set up now there is a rule/folder. Each folder relates
to a client or one organization (in case of multiple people within the
org.). In that folder goes correspondence to / from me related to the
client.

One option to sort mail within the folder is to use custom arrangements.
This would allow sorting by selecting a different arrangement. Another
option would be to set up a custom mail view. This would reduce your rules
and still allow for customization.

I do similar with large vendors that have a lot of correspondence.

Just to be clear...you are asking for clients and not just your situation.

Now I find that I need a third rule for forwarded mail (from the iPhone,
don't know if the 'crackberrys' work in similar ways) if I save message sent
from that device, by copying my 'normal' email account.

Without seeing one of the forwarded emails for the iPhone I wouldn't know
what to suggest for a rule, but yes, it will require a rule.

 

[Ed Kimball]

If I understand you correctly, one way to handle it would be to set up a
category and a folder for each organization, assign that category to all
email addresses associated with that organization, and then create one rule
for each category putting messages with that category into the corresponding
folder. That's how I now handle most of my rules.

 

[Diane]

Let me try to be a bit more clear.

1. assign each contact to a category
2. Create a rule to move mail in category to folder xxx

To further sort your mail, use the Custom Arrangements. Custom arrangements
are available for 3pane view. In the menu bar View->Arrange by-> Edit Custom
Arrangements. Select New. Select your choices. Or click in the middle column
Arrange by --> select Edit custom arrangements.

See

<http://www.entourage.mvps.org/get_started/thread.html>