Hidden Pages

Email tip #2a - How to get email alerts only from selected people

 

Here’s how to create Desktop Alerts in Microsoft Outlook when you receive email from certain people (eg: your manager).

After turning off all the email alerts as suggested in Email Tip #2, you next create the selective notification rule for those who do want to be interrupted by. The steps vary slightly depending on which Outlook version you have. The following can seem like a lot of steps, but remember you only need to do this once and if you need to edit this rule later, it can be easily done (see end of this article).

  1. Select that folder in the Outlook Navigation Pane at the left side of the Outlook window. Note: Exchange users need to be online with your mail server to create these rules. And in Outlook 2010 it saves time in the steps below if you also select, in your Inbox, an e-mail from a person you want notifications from.
  2. a) Outlook 2003 and 2007 users, from the Tools menu, choose Rules and Alerts.
    b) Outlook 2010 users, on the Home tab choose Rules, then Create Rule.
  3. a) Outlook 2003 and 2007 users, in the dialog box that opens, click the New Rule… button. In the next dialog box that opens, click the second option button, Start from a Blank Rule (in Outlook 2007 just locate that section of the dialog box), and then go to step 4.
    b) Outlook 2010 users click the Advanced Options… button and then go to step 5.
  4. Outlook 2003 and 2007 users, select Check Messages When They Arrive. Then click Next.
  5. In the window that opens with the heading Which Condition(s) Do You Want to Check? (as shown below), select the very top item. In Outlook 2007 and 2003 that item will read: From People or Distribution List. But in Outlook 2010 it will show the name of the sender of the e-mail you selected; don’t worry if this name is not correct—you can adjust it in the next step.
  6. In Outlook 2007 and 2003, at the bottom, click the People or Distribution List link; see figure below. In Outlook 2010 it will look slightly different—it will list the sender’s name of the last-selected e-mail; if that is the only person you want notification from, you can skip this and step 7 below and go to step 8.

  1. This is the most important step—here you will choose which people you will want notification from. Click the link in the box at the bottom of the Rules Wizard (in the box labeled Step 2). The link will either be labeled people or distribution list as above, or, in Outlook 2010, it will have a person’s name in there. Once you click it, you will then see a standard Outlook address dialog box open; in there select the people (or distribution lists) you want to get blue-box notifications from. Note that as you click each one in the upper portion of the address dialog box, the names are added at the bottom to the right of the From button. Add as many as you want; this is your chance to list all your VIPs (you can edit this list later if you miss someone). If some of your VIPs are not in your contacts list, then type their Internet e-mail address in the space to the right of the From button; separate each with a semicolon. Then click OK. You’ll then be returned to the Rules Wizard dialog box (the same one shown above) with your VIPs now listed at the bottom.
  2. Now click the Next> button on that window.
  3. You will now see the following dialog box. Scroll to the bottom and select Display a Desktop Alert; this is the formal name for the blue notification box.

  1. Then click the Next> button. You will most likely skip the next dialog box; it has to do with exceptions and it is unlikely you will use it. Click Next>.
  2. You will reach the Finish Rule Setup window. There you will see a place to name your rule below the field called Step 1. Insert a name that makes sense to you as shown below. Leave the Turn on This Rule box selected down below it.

  1. Finally, click the Finish button. In Outlook 2007 and 2003, in the next window (the main Rules and Alerts window, not shown here), be sure to click the OK button (or the new rule will not be saved).

Adding or Removing Names from the Rule Later
Later, after you create the rule, if you decide you want to add or remove names from this alert list, here’s how:­

  1. a) Outlook 2003 and 2007 users, from the Tools menu, choose Rules and Alerts….
    b) Outlook 2010 users, on the Home tab choose Rules, then Manage Rules & Alerts….
  2. All versions, in the dialog box that opened, scroll to the rule that you named above and double-click it.
  3. Click the list of people at the bottom of the Rules Wizard window and then edit the list as instructed in step 7 above. Then click Finish. In Outlook 2007 and 2003, in the next window (the main Rules and Alerts window, not shown here), be sure to click the OK button (or the new rule will not be saved).

Thanks to Michael Lindenberger for the above – see http://masteryourworkday.com/limiting-outlook%E2%80%99s-blue-e-mail-notification-box-to-vips

All the best!
 

Steuart Snooks