[Pansophy] Microsoft Outlook Email Setup

Thu Jan 16 10:30:50 EST 2025

So you can make a macro then. Thank you very much. Now we just need to figure out what folders and filters we want to have. Is there a website that has more on these outlook macros?

Allen

________________________________
From: Hoisington, Corinne <hoisingtonc at centralvirginia.edu>
Sent: Thursday, January 16, 2025 10:13 AM
To: Allen Samuels <samuels at jlab.org>; Lisa Ruffolo <lisaruffolo at charter.net>
Cc: pansophy <pansophy at jlab.org>; Zeynep Ceribasi <ceribasi at jlab.org>; Erin Clifton <esmith at jlab.org>
Subject: [EXTERNAL] RE: Microsoft Outlook Email Setup

Allen,

Let me provide a few ideas with Outlook. Let me start with an easy solution but I have more in-depth ideas as well.

  1.  To create an Outlook rule to sort emails containing a specific word into a designated folder, you can leverage the built-in rule creation functionality.

This involves defining a rule that identifies emails with the target word in the subject, body, or other criteria, and then specifying the action to move those emails to the designated folder. This automated process streamlines email management by automatically organizing messages based on specific keywords, reducing manual sorting and improving inbox efficiency.  See this site for a step-by-step: https://www.howtogeek.com/442362/how-to-automatically-sort-emails-into-specific-outlook-folders/#:~:text=To%20create%20a%20rule%20the%20simple%20way%2C%20open,the%20rule%20to%20any%20emails%20from%20that%20address<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.howtogeek.com_442362_how-2Dto-2Dautomatically-2Dsort-2Demails-2Dinto-2Dspecific-2Doutlook-2Dfolders_-23-3A-7E-3Atext-3DTo-2520create-2520a-2520rule-2520the-2520simple-2520way-252C-2520open-2Cthe-2520rule-2520to-2520any-2520emails-2520from-2520that-2520address&d=DwMFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=GSfsgUxS1mP27eaMAPyvQgkhO-EgRzaqoQa6OCyfdBk&m=m_iSqBSL5wtztw5jrqSoqZhBwdJRVp80s4CVj2_HFvBw9HFsy2qHS6gwyOia8VKC&s=6Agrv6Kyr0S7_ardNZrEOoy9wnGmktsn2uXsImC6R5U&e=>.

Yes, you can use a VBA macro in Outlook to create folders and filters for your employees. This can significantly reduce the time and effort required to set up these organizational tools for a large number of users.

Here's a basic example of an Outlook VBA macro to create a folder and a simple filter:

Sub CreateFolderAndFilter()

Dim objNS As Outlook.Namespace

  Dim objFolder As Outlook.MAPIFolder

  Dim objRule As Outlook.Rule

  Set objNS = Application.GetNamespace("MAPI")

  ' Create a new folder named "Important"

  Set objFolder = objNS.GetDefaultFolder(olFolderInbox).Folders.Add("Important")

  ' Create a new rule to move emails from a specific sender to the "Important" folder

  Set objRule = Application.Session.DefaultRuleSet.Rules.Add("Important Emails")

  With objRule

    .Recipients(1).Name = "your_sender_email_address" ' Replace with the sender's email address

    .Actions.Add olRuleActionMove, objFolder

    .Enabled = True

  End With

  ' Save the rule changes

  Application.Session.DefaultRuleSet.Save

  MsgBox "Folder and filter created successfully!", vbInformation

End Sub

Let me know if you have any questions. Always around to assist.

[cid:image001.png at 01DB6830.F12738C0]

PROFESSOR

CORINNE HOISINGTON

Central Virginia Community College

 [cid:image002.jpg at 01DB6830.F12738C0] <https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_in_corinnehoisington_&d=DwMFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=GSfsgUxS1mP27eaMAPyvQgkhO-EgRzaqoQa6OCyfdBk&m=m_iSqBSL5wtztw5jrqSoqZhBwdJRVp80s4CVj2_HFvBw9HFsy2qHS6gwyOia8VKC&s=XvUsJ16Yb2Vq-o_7YaiLQRjBKLNDOA5ymMmq4s5fxXE&e=>

Email: hoisingtonc at centralvirginia.edu

From: Allen Samuels <samuels at jlab.org>
Sent: Thursday, January 16, 2025 3:50 PM
To: Hoisington, Corinne <hoisingtonc at centralvirginia.edu>
Cc: pansophy <pansophy at jlab.org>; Zeynep Ceribasi <ceribasi at jlab.org>
Subject: Microsoft Outlook Email Setup

You don't often get email from samuels at jlab.org<mailto:samuels at jlab.org>. Learn why this is important<https://urldefense.proofpoint.com/v2/url?u=https-3A__aka.ms_LearnAboutSenderIdentification&d=DwMFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=GSfsgUxS1mP27eaMAPyvQgkhO-EgRzaqoQa6OCyfdBk&m=m_iSqBSL5wtztw5jrqSoqZhBwdJRVp80s4CVj2_HFvBw9HFsy2qHS6gwyOia8VKC&s=_9BNwJ_kyJNp_4b1ovKvBIFV2Todhl9LkOr0EJrJiuY&e=>

Corinne,

During the training you ran to teach Sharepoint at Jefferson Lab you mentioned you'd be happy to answer other questions related to Microsoft. I was wondering if I could pick your brain regarding Outlook.

We're interested in setting up folders and filters for employees in Outlook to help standardize where emails go and keep users from becoming overwhelmed by a large unsorted volume of messages. This can be done, but is time consuming if done manually for each user. We were wondering if there was a macro or something that could be created that when run would set up the folders and filters for us? Is this a functionality that you're aware of?

Thank you for your time,

Allen Samuels
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