moderated Outlook Rules


Rod & Ele Macdonald
 

Greetings ... I am new on this list and would appreciate some "best practice" advice. I am accessinmg Windows 11 ands Office 2021 for the first time, using a Handy Tech Braille Star 80 as my only means of access - meaning I am not able to use speech.

I want to "organize" a very cluttered Inbox in Outlook, and the way to go seems to be to set up rules to route all that traffic to separate folders. I searched for information on setting up rules, but did not find this information particularly user-friendly from the keyboard.

Can anyone please share advice/instructions on how to set up Outlook rules from the keyboard using Jaws 2022?

Thank you.
Rod Macdonald


 

This tutorial I wrote is screen reader agnostic since this depends on Outlook commands, not screen reader commands:  Creating Email Rules in Outlook 2010 & Newer Versions
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Brian,

 

Thank you. I will need to digest this and then try it “hands on”.

 

Can you tell me how to delete the multiple attempts I have made that do not work? They might conflict with anything new I set up.

 

Thanks,

Rod

 

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Friday, July 8, 2022 1:41 PM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

This tutorial I wrote is screen reader agnostic since this depends on Outlook commands, not screen reader commands:  Creating Email Rules in Outlook 2010 & Newer Versions
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

On Fri, Jul 8, 2022 at 09:52 PM, Rod & Ele Macdonald wrote:
Can you tell me how to delete the multiple attempts I have made that do not work?
-
Rod,

This is most easily done in the Manage Rules & Alerts dialog, which you get to by ALT + H, RR, L.  I'd say the dialog is pretty self explanatory.  A list of your existing rules is presented with a checkbox associated with each.  After you have selected the rule or rules you wish to delete, navigate back to the Delete button and activate it and they're gone.  Then you can exit the dialog.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Thank you, again. I found your tutorial to be very helpful, and this latest adds to that.

 

I am in the process of re-learning Windows and Word – which I have used sparingly for 25 yeares, and learning Outlook from-scratch. I did use Windows 10 Mail for awhile, but I am mostly migrating from an old HIMS notetaker.

It is a wee challenge at age 81.

 

You don’t by any change have other tutorials lying about do you? Mastering contacts will be my next challenge. But … yes, I am learninf; just today I figured out how to save messages in files off-line, with my own subjects to sort them properly.

 

Mahalo nui loa (“Thanks very much” in Hawaiian.)

 

Rod

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Saturday, July 9, 2022 5:18 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

On Fri, Jul 8, 2022 at 09:52 PM, Rod & Ele Macdonald wrote:

Can you tell me how to delete the multiple attempts I have made that do not work?

-
Rod,

This is most easily done in the Manage Rules & Alerts dialog, which you get to by ALT + H, RR, L.  I'd say the dialog is pretty self explanatory.  A list of your existing rules is presented with a checkbox associated with each.  After you have selected the rule or rules you wish to delete, navigate back to the Delete button and activate it and they're gone.  Then you can exit the dialog.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Brian,

 

My apologies, but I am not sure how to follow your suggestion - “ALT + H, RR, L”. What does the middle paret of thias mean? I tried Alt+h, R, L but never reached the Rules and Alerts tab.

 

My theme song…

 

I’m an old cow hand,

From the rRio Grand,

But my legs ain’t bowed,

And my cheeks ain’t tanned;

I’m a cowboy who never saw a cow,

Never roped a steer ‘cause I don’t know how,

And I sure ain’t fixin’ to start in now…

Yippie tie-yo, tie-yay!

 

 

Sorry … I couldn’t even figure out how to send this privately.

 

Rod

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Saturday, July 9, 2022 5:18 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

On Fri, Jul 8, 2022 at 09:52 PM, Rod & Ele Macdonald wrote:

Can you tell me how to delete the multiple attempts I have made that do not work?

-
Rod,

This is most easily done in the Manage Rules & Alerts dialog, which you get to by ALT + H, RR, L.  I'd say the dialog is pretty self explanatory.  A list of your existing rules is presented with a checkbox associated with each.  After you have selected the rule or rules you wish to delete, navigate back to the Delete button and activate it and they're gone.  Then you can exit the dialog.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

On Sun, Jul 10, 2022 at 03:30 AM, Rod & Ele Macdonald wrote:

My apologies, but I am not sure how to follow your suggestion - “ALT + H, RR, L”. What does the middle paret of thias mean? I tried Alt+h, R, L but never reached the Rules and Alerts tab.

Rod,

Note that it's ALT + H, RR, L.   Home Ribbon, Rules (the RR or double R, not single), L (Manage Rules & Alerts)

There are many keyboard shortcuts in programs as complex as Outlook that use two characters at various points in the whole key sequence.

 


Adrian Spratt
 

I haven’t been following this thread, but I just tested Brian’s navigation suggestion. He omitted a comma between the two rr’s. The following works for me with Outlook 2016:

Alt-h, then r, r, l

All told, four keystrokes.

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Rod & Ele Macdonald
Sent: Sunday, July 10, 2022 3:17 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

Brian,

 

My apologies, but I am not sure how to follow your suggestion - “ALT + H, RR, L”. What does the middle paret of thias mean? I tried Alt+h, R, L but never reached the Rules and Alerts tab.

 

My theme song…

 

I’m an old cow hand,

From the rRio Grand,

But my legs ain’t bowed,

And my cheeks ain’t tanned;

I’m a cowboy who never saw a cow,

Never roped a steer ‘cause I don’t know how,

And I sure ain’t fixin’ to start in now…

Yippie tie-yo, tie-yay!

 

 

Sorry … I couldn’t even figure out how to send this privately.

 

Rod

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Saturday, July 9, 2022 5:18 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

On Fri, Jul 8, 2022 at 09:52 PM, Rod & Ele Macdonald wrote:

Can you tell me how to delete the multiple attempts I have made that do not work?

-
Rod,

This is most easily done in the Manage Rules & Alerts dialog, which you get to by ALT + H, RR, L.  I'd say the dialog is pretty self explanatory.  A list of your existing rules is presented with a checkbox associated with each.  After you have selected the rule or rules you wish to delete, navigate back to the Delete button and activate it and they're gone.  Then you can exit the dialog.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

On Sun, Jul 10, 2022 at 03:30 AM, Rod & Ele Macdonald wrote:
Sorry … I couldn’t even figure out how to send this privately.
-
It's not necessary to send this privately in this case, as you can be assured that someone, at some point, will have the same question (and probably for the same reason).

That being said, at the end of every individual message you receive from Groups.io, presuming you have single message delivery as opposed to digests, there should be a Reply to Sender link.  If you wish to correspond "off group" with the sender of that message, activating that link should cause your e-mail client to open a blank message, addressed appropriately, and with the initial subject being the word, "Private:," followed by the topic title.  You can, of course, modify the subject line if you so choose.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

On Sun, Jul 10, 2022 at 11:46 AM, Adrian Spratt wrote:
He omitted a comma between the two rr’s.
-
Just to be clear, no, I didn't.  The way these shortcuts are presented is with 2-character steps as 2 characters together, and there are a very great many of them.  When I type "RR" I expect that the individual reading will type 2 Rs in rapid succession.

I follow the exact presentation convention of the software itself, and if you hit ALT+H in Outlook, the Rules control then has RR shown.  Other examples of this type of shortcut include the following, after having hit the ALT + H to throw focus to the Home Ribbon:
In the Delete Group:
O1 - Archive
-
If a message is selected in the inbox, in the Respond Group:
RP - Reply
RA - Reply All
FW - Forward
MR - Reply with Meeting Request
ME - More Respond Actions
-
In the Quick Steps Group:
QS - Quick Steps
QQ - Manage Quick Steps
-
In the Move Group:
MV - Move
RR - Rules
ON - Send to One Note (message must be selected)
-
In the Find Group:
FC - Find search box to search People
AB - Address Book
-
R1 - Read Aloud with Speech (and this may be non-standard, as I can't recall whether I placed this on the Home Ribbon ages ago or not) 
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Hello Brian,

 

Again, thanks, but I Am still lost.

 

My access is via braille display only – no speech.

 

When I press Alt+h this is reflected on the braille screen. When I press r-r and l, nothing happens. When I checked speech history (Alt+Spacebar, H) the display shows that “Alt followed by H” was the lawst keystroke recorded. Yet I did quite firmly press the follow-up keys.

 

This has happened before: Pressing Alt+H works, following keystrokes do not.

Rod

 

Could this be a wrong setting somewhere?

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Sunday, July 10, 2022 5:46 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

On Sun, Jul 10, 2022 at 03:30 AM, Rod & Ele Macdonald wrote:

My apologies, but I am not sure how to follow your suggestion - “ALT + H, RR, L”. What does the middle paret of thias mean? I tried Alt+h, R, L but never reached the Rules and Alerts tab.

Rod,

Note that it's ALT + H, RR, L.   Home Ribbon, Rules (the RR or double R, not single), L (Manage Rules & Alerts)

There are many keyboard shortcuts in programs as complex as Outlook that use two characters at various points in the whole key sequence.

 


 

Rod,

Unless they changed something in regard to the default controls on the Home Ribbon under M365, I honestly can't say what's going wrong, particularly since Braille input is being used.

Everyone I've ever worked with (and including myself) has used a standard QWERTY keyboard and I don't know what complications the Braille input may be triggering.  I wish I could be of more help, but someone reading who routinely uses Braille input can probably offer some insight.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Brian,

 

Thanks. I misspoke on the access: I do use a QWERTY keyboard for input, but braille-only to read.

 

Also, I am using Office 2021, not 365. I chose Office 2021 because, at age 81, I don’t recurring payments.

 

After a little research with sighted help, I think I have found at least part of the problem:

 

Before getting into all this I did my research and found recommended settings – turn Reading Pane off, turn “conversations” off, turn to-Do bar off. I thought I did all that.

 

For turning the Reading Pane off, the instruction was to press Alt+V, P, N, O. I did that. There was no response other than to have Alt+V on the display.

 

I just had a sighted person check, and the rReading Pane was on. I had someone turn it off with the mouse.

 

With respect to the rules: I noticed that when I pressed Alt0+H, there was no “Keytip” beginning with “R”. I eventually found “Rules” under a heading I can’t remember now, but it was not on the Home screen itself.

 

This implies that Office 2021 may be set up a bit differently. There seems to be very little in the way of documentation specific to Office 2021, though I do have a keystroke list that is for this version.

 

OK, my apologies again. I am taking a step back and will call Microsoft Disability Herlp Desk as soon as I can arrange for an interpreter (I am deaf and need assistance with calls). I have written down the help you have already provided and will be using it once I am sure I am on “safe” ground.

 

Thanks,

 

Rod

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Sunday, July 10, 2022 9:51 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

Rod,

Unless they changed something in regard to the default controls on the Home Ribbon under M365, I honestly can't say what's going wrong, particularly since Braille input is being used.

Everyone I've ever worked with (and including myself) has used a standard QWERTY keyboard and I don't know what complications the Braille input may be triggering.  I wish I could be of more help, but someone reading who routinely uses Braille input can probably offer some insight.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

Rod,

If you find out that the Home Ribbon (or any other) has been rearranged in any of the Office versions subsequent to Office 2016 please do post about that here.

I have Office 2016, but have worked with Office 2019 and M365, and have not seen any differences in the ribbons for Word that I can recall.  I would be shocked if Office 2021 were to vary from either Office 2019 or M365 in terms of the ribbons for any of the most commonly used Office suite programs.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Hello Brian,

 

In December I purchased a new desktop – HP Envy I7, Windows 11 and Office 2021. Best Buy set it all up. I tried to make accessibility adjustments where I knew how.

 

Given that I am not sure everything is in optimum order in terms of settings, the Home screen consists of the following (e.g., Alt+H and then cycle with tTab):

 

Home

New Email Alt+H, N

Delete Alt+D

Archive Alt+O

Move Alt+H, M, V

Reply Ctrl+R

Reply All Ctrl+Shift+R

Forweard Ctrl+F

Quick Steps Alt+H, Q, S

Unread/ Read Ctrl+U/Ctrl-Q

Follow Up Alt+H, U

Search People

Addresss Book Ctrl+Shift+B

Filter Email Alt+H, L

Send/Receive All Folders Alt+H, S

More Commands, Home Alt+H

Ribbon Display Options

File Tab

Search

 

No sign of Rules here, but I found “Rules” twiced: Once with  a KeyTip of Alt+H, S; and once on “More Commands” as just a control – no access letter, and when I pressed it it just took me back to the message list.

 

I had a brief introduction to Office 2013, but nothing since until I got 2021; so I don’t know what may have changed.

 

The above references Outlook only. I wqill get to Word soon.

 

I hope this helps.

 

Rod

 

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Sunday, July 10, 2022 10:51 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

Rod,

If you find out that the Home Ribbon (or any other) has been rearranged in any of the Office versions subsequent to Office 2016 please do post about that here.

I have Office 2016, but have worked with Office 2019 and M365, and have not seen any differences in the ribbons for Word that I can recall.  I would be shocked if Office 2021 were to vary from either Office 2019 or M365 in terms of the ribbons for any of the most commonly used Office suite programs.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Brian,

 

“Rules & Alerts” is not on the Home tab in Outlook 2021: it is on the FILE tab – Alt+F and then tab 3-4 times.

 

Rod

 

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Sunday, July 10, 2022 10:51 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

Rod,

If you find out that the Home Ribbon (or any other) has been rearranged in any of the Office versions subsequent to Office 2016 please do post about that here.

I have Office 2016, but have worked with Office 2019 and M365, and have not seen any differences in the ribbons for Word that I can recall.  I would be shocked if Office 2021 were to vary from either Office 2019 or M365 in terms of the ribbons for any of the most commonly used Office suite programs.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Zel Iscel
 

Yes, in the Info tab.

 

 

Zel Iscel

Principal Consultant

Inclusive World

 

Mob: 0413813885

Eml: zel@...

Web: www.inclusiveworld.com.au

 

Inclusive World acknowledges the traditional custodians of country throughout Australia, and their continuing connection to land, sea and community. We also pay our respects to them and their cultures, and to all Aboriginal and Torres Strait Islander elders past, present, and future.

 

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Rod & Ele Macdonald via groups.io
Sent: Monday, 11 July 2022 3:55 PM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

Brian,

 

“Rules & Alerts” is not on the Home tab in Outlook 2021: it is on the FILE tab – Alt+F and then tab 3-4 times.

 

Rod

 

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Sunday, July 10, 2022 10:51 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

Rod,

If you find out that the Home Ribbon (or any other) has been rearranged in any of the Office versions subsequent to Office 2016 please do post about that here.

I have Office 2016, but have worked with Office 2019 and M365, and have not seen any differences in the ribbons for Word that I can recall.  I would be shocked if Office 2021 were to vary from either Office 2019 or M365 in terms of the ribbons for any of the most commonly used Office suite programs.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

On Mon, Jul 11, 2022 at 03:54 AM, Rod & Ele Macdonald wrote:
“Rules & Alerts” is not on the Home tab in Outlook 2021: it is on the FILE tab – Alt+F and then tab 3-4 times.
-
It appears that at some point I'm going to have to sit down with someone who has Office 2021 and M365 and get some screen shots of the various ribbons and the file backstage view to see what's on them and where.  This is definitely a recent change and if it's occurred in Office 2021 it will certainly have occurred in M365.

I hate it when what had been many years, and versions, of "standard arrangements" get changed.  But it's all part of how software works over time.  But I have no intention of replacing Office 2016 anytime soon, so I'm going to need to acquire the keyboard shortcuts by actually looking at what's shown when you hit ALT plus the ribbon letter for all the ribbons in a given Office suite program.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


Rod & Ele Macdonald
 

Brian,

 

I hope someone eventually straightens the versions out. This morning – without knowingly changing anything – I found what appears to be a different-looking home screen, and while managing rules is still on the File menu, it is also on the Home screen and can be reached with Alt+H, R, R, U to create a rule, or Alt+H, r, R, L to manage rules.

 

After I pressed Alt+H that keystroke appeared on my braille display. When I pressed the first “R” nothing happened; but when I pressed the second the “Create Rule” dialog came up, and from there I could tab to “Manage Rules”. Pressing Alt+H, R, R, L would take me directly there.

 

Why this did not work the other day I have no idea whatever.

 

Rod

 

From: main@jfw.groups.io <main@jfw.groups.io> On Behalf Of Brian Vogel
Sent: Monday, July 11, 2022 3:48 AM
To: main@jfw.groups.io
Subject: Re: Outlook Rules

 

On Mon, Jul 11, 2022 at 03:54 AM, Rod & Ele Macdonald wrote:

“Rules & Alerts” is not on the Home tab in Outlook 2021: it is on the FILE tab – Alt+F and then tab 3-4 times.

-
It appears that at some point I'm going to have to sit down with someone who has Office 2021 and M365 and get some screen shots of the various ribbons and the file backstage view to see what's on them and where.  This is definitely a recent change and if it's occurred in Office 2021 it will certainly have occurred in M365.

I hate it when what had been many years, and versions, of "standard arrangements" get changed.  But it's all part of how software works over time.  But I have no intention of replacing Office 2016 anytime soon, so I'm going to need to acquire the keyboard shortcuts by actually looking at what's shown when you hit ALT plus the ribbon letter for all the ribbons in a given Office suite program.
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall


 

Rod,

Well, that's a big relief to hear.  I have almost never seen Microsoft remove a shortcut in office that's been around "forever."  And there are often several different shortcuts to get to precisely the same thing.  Classic case is ALT + H, FN opens the Font Dialog precisely the same as CTRL + D does in MS-Word.  I personally find CTRL + D easier to use, but it is not shown anywhere on the ribbon (and many alternate shortcuts are not).
--

Brian - Windows 10, 64-Bit, Version 21H2, Build 19044  

Here is a test to find out whether your mission in life is complete.  If you’re alive, it isn’t.
     ~ Lauren Bacall