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Outlook 2003 rule to flag messages from people in contacts folder

Posted on 2006-10-25
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Last Modified: 2010-04-08
I receive lots of emails, I want to flag or otherwise process emails from people who I actually know -- who therefore are in my contacts folder (NOT my address book).

Can this be done?  If so, how?

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Question by:frankallen
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fuzzyfreak earned 500 total points
ID: 17810115
Yes, this can be done with a rule very easily.

Depending on your Outlook version, the instructions below may be slightly different -

Tools, Rules & Alerts
New Rule
Start from a blank rule
Check messages when they arrive
Select "Sender is in specified address book"
Under Step 2, "Edit the rule description" click the blue underlined word "Specified"
From the list of addresses, select your contact address list (probably one named My Contacts) - click Add, click Next
Select the action you want to assign to this rule, in your case "Flag message with a coloured flag" then select the colour in Step 2.
click Next, add any exceptions, click Next
Give the rule a name and click Finish.

Let me know how you get on with these instructions.

Thanks


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Author Comment

by:frankallen
ID: 17811365
I cannot do the step:

"From the list of addresses, select your contact address list (probably one named My Contacts) - click Add, click Next"

because the list is empty.  it appears that is a list of "Address Books" whereas I am using the built in outlook Contacts folder.

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LVL 4

Expert Comment

by:fuzzyfreak
ID: 17817779
OK, try this.  Go into your Outlook folder list.  This is done differently depending on your version but I think on most you can get to it from your view menu, or clicking on your inbox and using the push pin - if you are unlear here, let me know.

Then, right click on your "Contacts" folder, select properties, go to the Outlook address book tab and tick the box that says "Show this folder as an e-mail address book"

Click OK and try previous instructions again.

The above option can also be done another way but I will not bother with these instructions unless the above isn't available to you (I am working from Outlook 2003)

Let me know.
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Author Comment

by:frankallen
ID: 17817874
I got to the "Contact properties" box but on the "Outlook Address Book" tab  the option "Show this folder as an e-mail Address Book" is greyed out.

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Expert Comment

by:fuzzyfreak
ID: 17817883
This could be because you are not using Exchange Server.  What version of Outlook and Windows are you running?
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Author Comment

by:frankallen
ID: 17824340
Microsoft Office Outlook 2003 SP2 on XPSP2 all with full patches.

It's not because of Exchange Server as I tried some of my different Outlook profiles (I have a lot, for various people in the house and personal/business) -- all of which are POP3/SMTP/PST -- no Exchange and for some of them the option is greyed out and for others it is ok.

Therefore to be fair I'll accept this answer as it does answer the question even though it doesn't work for my particular case; now I have new problem, why is this option grey on some profiles but not others.  Hm..
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Expert Comment

by:fuzzyfreak
ID: 17832863
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