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Education Commons at OISE

Email Filtering for Faculty and Staff (Outlook or Entourage)

Make your life easier by keeping your mailing lists sorted and organized - automatically.

As a staff or faculty member here at OISE, you may be subscribed to multiple Listserv mailing lists, as well as other memberships that frequently send emails.  By using your email program (Outlook or Entourage), you can create automatic filters to collect and sort your mail for you.

Outlook 2007 (Windows/PC users)
visual how-to instructions:
  • Listserv filtering - have your subscribed listserv messages automatically sorted and organized.
  • Blackboard filtering - have any messages sent to you by students or users in Blackboard (courses or organizations) into separate folders.

Entourage 2008 (Apple/Mac users)
visual how-to instructions:

  • Listserv filtering - have your subscribed listserv messages automatically sorted and organized.
  • Blackboard filtering - have any messages sent to you by students or users in Blackboard (courses or organizations) into separate folders.

 

 

Outlook 2007 (Windows/PC users) visual how-to instructions:

If you are looking for more tips and tricks when using Outlook, the Education Commons have complied a list of additional Outlook 2007 Support Resources including Outlook Tips and training videos.

 

How can I filter my email to separate messages that come from subscribed Listservs?

If you are subscribed to a Listserv, you can automatically filter those messages into a separate mail folder within outlook, rather than clogging up your main Inbox. The below example shows how to automatically move all messages sent from a specifc listserv into a new email subfolder, but you can modify to suit your needs.

Outlook 2007

  1. Open any message that has been sent to you from the particular Listerv you want to filter.  Look for the "To:" address - it should look something like "GROUPNAME-OISE-L@listserv.utoronto.ca".  Copy the address.
  2. In Outlook, create a new subfolder in your Inbox (right click on "Inbox" and select "New Folder").  You can name it something like "Listserv X messages" for example.
  3. Click on Tools from the top menu.  Then select Rules and Alerts... and then click on New Rule...
  4. Under Stay Organized select Move messages sent to a distribution list to a folder and click Next >
  5. Click on the words "people or distribution list" under Edit the rule description


     
  6. In the Rule Address window, click in the space beside the "To->" and type or paste the listserv address (something like "GROUPNAME-OISE-L@listserv.utoronto.ca").  Click OK.
  7. Back in the Edit the rule description, click on the word "specified".


     
  8. In the Rules and Alerts window, click the + plus sign beside Inbox, and select the new folder you made ("Listserv X messages" for example).  Click OK
  9. Click Next> and Next> again until it says Finish rule setup. 
  10. Specify a name for this rule (or leave the default), and choose any other options you wish.  Click "Finish" to complete.

 

 

How can I filter my email to separate messages that come from students in Blackboard?

You can filter your email messages so that everything sent to you from your students in Blackboard is automatically kept in a separate email folders.  The below example shows how to automatically sort all messages sent from Blackboard into a new email subfolder.

Outlook 2007

  1. In Outlook, create a new subfolder in your Inbox.  (something like "From Blackboard" for example)
  2. click on Tools from the top menu.  Then select Rules and Alerts... and then click on New Rule...
  3. Under Start from a blank rule select Check messages when they arrive and click Next >
  4. Check off the box beside with specific words in the messages header, and then in the Step 2 box, click on the underlined specific words
  5. Type "lms.utoronto.ca" (all lowercase letters) when is asks to specify a word or phrase, and click add. Click OK and then Next >
  6. Check off the box beside move it to the specified folder, and then in the Step 2 box, click on the underlined specified
  7. Select an email subfolder from your Inbox and click OK.  The rule should look something like this:

    Then click Next >, and then Next > again.
  8. In the last Finish Rule Setup section, give the rule a name (something like "Blackboard Rule" or whatever you want), and then click Finish.

 

 

 

 

 

Entourage 2008 (Apple/MAC) visual how-to instructions for email filtering:

For Apple/Mac users, the Education Commons have complied a list of additional Entourage 2008 Support Resources including Entourage Tips and training videos.

 

How can I filter my email to separate messages that come from subscribed Listservs?

If you are subscribed to a Listserv, you can automatically filter those messages into a separate mail folder within outlook, rather than clogging up your main Inbox. The below example shows how to automatically move all messages sent from a specific listserv into a new email subfolder, but you can modify to suit your needs.

Entourage 2008

  1. In Entourage, open any message that has been sent to you from the particular Listerv you want to filter.  Look for the "To:" address - it should look something like "GROUPNAME-OISE-L@listserv.utoronto.ca".  Copy the address, and close out of that message.
  2. Make sure you are in your UTORexchange Inbox. Then click on File, then New and then Subfolder. Give the new folder a name (something like "Listerv X messages" or whatever you like).
  3. To create the filtering rule, click on Tools from the top menu. Then select Rules and then New.
  4. Give the rule a name (something like “Listserv x filter rule” or whatever you like).
  5. Under Add Criterion, change All Messages to Any To recipient.  Then beside Contains paste or type the email address of the listserv (for example "GROUPNAME-OISE-L@listserv.utoronto.ca").  Your rule should look something like this:
  6. Under Add Action, change "Change status" to "Move message" (near the top of the drop down list).  Then beside that, change Inbox (On My Computer) to choose folder and select the folder you wish to move the messages (make sure to choose a folder in your UTORexchange account).
  7. Click OK to save the rule.  All future messages sent to you on that listserv will be automatically saved to the sub-folder you specified.

 

How can I filter my email to separate messages that come from students in Blackboard?

You can filter your email messages so that everything sent to you from your students in Blackboard is automatically kept in a separate email folders.

The below example shows how to automatically sort all messages sent from Blackboard into a new email subfolder.

Entourage 2008

  1. In Entourage make sure you are in your UTORexchange Inbox. Then click on File, then New and then Subfolder. Give the new folder a name (something like "Blackboard" or whatever you like).
  2. To create the filtering rule, click on Tools from the top menu. Then select Rules and then New.
  3. Give the rule a name (something like “Messages from Blackboard” or whatever you like)
  4. Under Add Criterion, change All Messages to Any header (near the bottom of the drop down list). Then beside Contains enter "lms.utoronto.ca" (as shown in the picture below)
  5. Under Add Action, change "Change status" to "Move message" (near the top of the drop down list). Then beside that, change Inbox (On My Computer) to choose folder and select the folder you wish to move the messages (make sure to choose a folder in your UTORexchange account).

Click OK and you are done. You can test it by sending a message from within Blackboard to yourself.