the big picture: setting up email accounts, rules, send/receive gr

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Guest

Please help!! I’m having trouble figuring out the big picture on how to
manage my email. I have read various articles and help files that explain a
specific piece of the picture on how to set up things like:
Outlook profiles
Send/Receive Groups
Email Accounts
OST files
Rules/Filters

But what’s missing for me is the whole uber/mega/gestalt thing of what’s the
best way to set up what I need. This is very frustrating for me. I know
that if I can set this up right, I will save HOURS of time each day dealing
with my email.

Plus, there’s got to be lots of other people trying to figure out the same
thing. So, if you have any suggestions, please respond. Here goes: (And
I’m just making up names to make it easier to follow)

I have Windows XP and Outlook 2003. I do not have Exchange Server.

I have an email account and website hosting with “Yabba†Company. All the
emails and correspondence are related to my “Yabba†business issues and
contacts. This is also where all my personal emails and correspondence happen.

I also have an email account and website hosting with “Dabba†Company. All
the emails and correspondence are related my “Dabba†business issues and
contacts.

I want to be able to open outlook and immediately see the two in-boxes.
The mail should go to the proper inbox folder based on domain name

Yabba In Box
Has these domain names:
(e-mail address removed)
(e-mail address removed) plus other yabba aliases such as info, webmaster, etc.
Within the Yabba Inbox, I will set up rules to process certain messages
with certain subject lines or sender addresses to be routed to specific
subfolders within the Yabba Inbox
outgoing emails will have
yabba domain
or personalstuff domain
This inbox also has a personal folder associated with it where I manually
transfer certain messages. It would be used as an archive.

Dabba InBox
Has these domain names:
(e-mail address removed) plus other dabba aliases such as info, webmaster, etc.
Within the Dabba Inbox, I will set up rules to process certain messages
with certain subject lines or sender addresses to be routed to specific
subfolders within the Dabba Inbox
outgoing emails MUST have dabba domain (not yabba or personalstuff--this is
for confidentiality reasons)
I want this inbox to also have a personal folder associated with where I
manually transfer certain messages. It would be used as an archive.

I don’t want additional copies of messages clogging up inappropriate
folders. The messages should only be in the folders I designate. No
duplicates.

And, if I could incorporate my hotmail account that would be icing on the
cake (but not totally necessary).

THANKS SO MUCH FOR YOUR HELP!!! YABBA DABBA DOO!
 
Sounds like all you want to do can be done with simple Outlook Rules. If
mail comes from account Yabba goto Inbox folder Yabba Mail - stop processing
rules.
if mail comes from Dabba account goto Inbox folder Dabbamail - stop
processing rules...
 
This is actually fairly easy to setup exactly how you want it. While there
may be several ways of doing this, here is one I would suggest.

First, create two accounts by going to Tools, Accounts. One for each company
you mentioned in your post.

So, now, everything is set to go to the same INBOX...but let's change that.

Right click on the very top item in the Folder List on the left. It will be
named Mailbox-'Your Name.' Right click on it and create a new folder. Name it
'Company2-Inbox' or whatever - or rather Inbox-Yabba so it will be right next
to your regular Inbox in aphabetical order.

Now we need to set rules. Create a new rule that says "*@company2.com" goes
to Company2-Inbox. Let's create a couple of folders within the
Company2-Inbox. Just right click on that folder and go to New Folder. Create
one called webmaster, for example, where all mail to (e-mail address removed)
can be delivered here. NOW that we have the folder created, we can go create
a rule stating just that: Any message sent to (e-mail address removed) should
be placed in the Webmaster folder.

I won't name all the folder you say you need, but the above instructions
should have you on the right track.


Now onto your problem where you want certain messages to be from Company1
and others from Company2. To my knowledge, there is absolutely zero way to
have Outlook know which domain to send from each time. You have to tell it
which. Just like Outlook Express, I ASSUME (Sorry, I cant add an additional
account to my Outlook here at work to test it) after you've clicked on New
Message, there is an area in the upper left corner and/or on the File menu
where you select which account it sends from.

Under the Tools, Accounts, you set which account is default. This will be
the default account it uses each time you first click on New Message. If you
want to use the other, you have to change it via one of the two methods above.


As for the exact way to set it up for your specific purposes to save your
HOURS each day, that's for you to determine. The above instructions should
get you started in the right direction.

Hope this helps,
Ben
 
So then what's the purpose of the two email accounts? Couldn't I designate
the sender address? And what's the purpose of the send/receive groups in
Outlook? When would someone use them?

The other thing I forgot to mention is that both of the email accounts from
the two different hosting companies are POP. Does that make a difference?

Thanks for responding and thanks for your help.
 
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