Home > Articles > Home & Office Computing > Microsoft Applications

Like this article? We recommend

Ruling Outlook's Roost

To teach Outlook to distinguish among email from different sources, you need to lay down a few rules, telling Outlook what to say and when. Now before you get any foolish ideas, I have to tell you emphatically and categorically that this will not work with teenagers. Trust me. I know. Sorry to dash any hopes you might have.

In Outlook, right-click an email that's from someone whose email you want announced, and click Create Rule in the pop-up menu. Using the Create Rule dialog box shown in Figure 4 saves you a step or two later on.

Under When I Get E-Mail With All Of The Selected Conditions, click to tick the From checkbox.

Under Do The Following, check the Play A Selected Sound checkbox, and then click the Browse button. Navigate to where you hid the collection of sounds you recorded earlier (under This Is A Recording), and choose the sound you want to play when email from this particular crony arrives. Click the sound and then click Open. Back in the Create Rule dialog box, click the Play button to verify that you chose the correct sound.

Now, let's see exactly what Outlook thinks it's going to do. Click the Advanced Option button, which displays the Rules Wizard shown in Figure 5.

In the Step 2: box, where the From part of the rule is displayed, click the link that shows the sender. In the Rule Address list, in the From -> box, right-click the displayed contact and choose Properties.

This rule will run only when the sender exactly matches what you see here. So, if email from that sender always looks the same, you're all set. But, suppose that they sometimes email you from work, other times from the library, and other times from an undisclosed location. In that case, you'd need to expand the criteria a bit to make sure your rule covers all the bases.

Press the Escape key twice to back up to the Rules Wizard. Scroll down and place a check next to the With Specific Words In The Sender's Address rule, and click the Specific Words link. In the Search Text box, shown in Figure 6, you can give Outlook a list of different phrases, any of which would be used to tell Outlook that email has arrived from this person.

This list can include unique names that frequently appear in their From field or parts of an email address. The key is to make sure that this search text is something that appears only in email from this individual. Otherwise, Outlook might lie to you, saying email has arrived from Meg Ryan, when in fact it's from Ryan O'Reilly, to whom you owe $50.

Alternately type a phrase and click Add to create your list of qualifying bits of text; then click OK. While you're here, look at the list and see whether there's anything else you might want to include to ensnare email from this sender. When you're done, click Next.

Under What Do You Want To Do, Play A Sound is already checked, but you're not quite done. Scroll down and place a check next to Stop Processing More Rules. At the end of the list of sound rules, you probably will have a catch-all rule that plays your general notification. If you don't, tell Outlook to stop after playing each specific sound. It will also play the catch-all sound, which will either eclipse or trump your specific sound.

While you're here, if you also want email from specific senders copied or moved to a particular folder or otherwise processed, examine the other rules to see what's possible. If you already have a different rule for this individual, you might consider either adding those actions to this rule or adding a sound action to the existing rule—whichever is less work for you. Because of the Stop Processing instruction, combining rules is necessary if you want multiple actions taken.

When done, click Next. Any exceptions? Nope? Then click Next and make sure that the rule name is informative. Make sure that Turn On This Rule is checked and click Finish.

Lather, rinse, repeat. In other words, you'll need to go through the same steps for any other email senders for whose email you want to sound an alarm.

For the final catch-all rule, from Outlook's main menu, click Tools, Rules And Alerts, and click the New Rule button. Click Start From A Blank Rule; then click Next. Leave everything unchecked in the Step 1: panel and click Next. To the admonition shown in Figure 7, click Yes.

In What Do You Want To Do, scroll down, click Play A Sound, and assign your catch-all sound. Because this rule will go at the bottom of the food chain, you don't need to tick the stop processing rule—especially if there are additional rules following this one that will do different things to otherwise unaccounted-for email.

Make your decisions and click Next to finish the creation of the catch-all rule. Back in the Rules and Alerts dialog box, you have one more chore to perform for this all to work. Click your catch-all rule, which probably is at the top of the list of rules. Using the Move Down button, shown in Figure 8, move the catch-all rule so that it occurs after all the other sound rules.

When you're done, click OK.

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020