LawToolBox Support

Below you will find instructions on how to set up outlook rules and calendar filter for

- Desktop Outlook

- OWA

- Mac Outlook (Classic)

- Mac New Outlook

*REPEAT STEPS BELOW FOR ALL LAWTOOLBOX USERS

Outlook Rules for Each User
A user includes anyone sending, receiving deadlines, reports, documents using LawToolBox
Move any messages containing these words in the subject or body to a new folder you create called “LTB Deadlines”. Please note that search teams for Outlook Rules are cap sensitive.

Watch step by step video for inbox rules

Watch step by step video for calendar filter

See related article for what these filter

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Desktop Outlook

Quick Steps for Outlook Desktop

Open Outlook > File > Manage Rules and Alerts > New Rule

> Apply rule on messages I receive > Next >
> Select with "specific words in the subject or body" > 

> Click on specific words > Add rules >

> Select move it the specified folder > 

> Click on specified folder >
> Create new folder “LTB Deadlines” under Mail and Post Items

> Click OK and your Outlook Rules have been set up!

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Step by Step Outlook Rule Management 

*Repeated for All User Inboxes:

File > Manage Rules and Alerts > New Rule

NOTE: If you have already existing inbox rules “Stop processing more rules” can cancel LawToolBox rules

Step 1: Start from a blank rule - Apply rule on messages I receive

Step 1: Select with specific words in the subject or body

Step 2: Click on specific words

Add the following cap-sensitive rules: 
LTB-allday
Add upcoming group events
View group in outlook
added to a team in Microsoft Teams
LTBUSER

Step 3: Select move it the specified folder
Click on specified folder

Click New

Create new folder "LTB Deadlines" under Folder Contains Mail and Post Items
Click OK and repeat for all new users

Finish

Optional:

Select mark as read

Apply > OK

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Filter: Outlook Calendar
View to Exclude Canceled: Deadlines

Outlook > Calendar > View > View Settings > Filter…
 

 Advanced >

> Define more criteria: 

> Field >

> All Appointment Fields > Subject >

Condition: doesn’t contain > 

Value = Canceled: > Add to List

Click OK and your Outlook Calendar Filter has been set up!

*Mac users do not have a calendar view filter
 

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OWA Outlook 

Cap sensitive Outlook Rules No 1. All Users:

LTB-allday
Add upcoming group events
View group in outlook
added to a team in Microsoft Teams

Cap sensitive Outlook Rule No 2. Designated Expert:

LTBUSER

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MAC Classic Outlook 

Right Click on Inbox

Create New Folder – "LTB Deadlines"
Click on Rules in the toolbar
Server Rules > Edit Rules > +

Click +

Change “From” to “Subject or Body”

Move to Folder – LTB Deadlines

Add Search Term:

Cap sensitive Outlook Rules:

LTB-allday
Add upcoming group events
View group in outlook
added to a team in Microsoft Teams

LTBUSER

OK

OK

Your Outlook Rules have been set!
 

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MAC New Outlook 

Click on Rules 

*or click the Ellipsis (...) if you don't see rules in your outlook ribbon

Click edit rules > new rule

Name your rule > Select a condition "Subject or body includes" >

Enter words to look for & hit enter to add each rule

Cap sensitive Outlook Rules:

LTB-allday
Add upcoming group events
View group in outlook
added to a team in Microsoft Teams

LTBUSER

Select an action as "Move to" > New folder > Name "LTB Deadlines"

Deselect "Stop processing more rules"

Hit Save

Done!

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What do these rules mean?

Rule No. 1: Outlook Inbox Rule (repeat for all users)
The rule automatically moves deadlines (e.g.: all day events) out of the Outlook inbox. 95% of items LawToolBox generates are deadlines. However, if an attorney also wants to automatically move calendar invites scheduled for a specific time of day (e.g., from 9am-12pm) to same folder replace LTB-allday with LTBUID for Rule#1. Most attorneys prefer our default settings and prefer to click “I Accept” to events scheduled at a specific time of day so that the deadlines appear as bold on the calendar and the attorney shows as busy (instead of tentative and grayed out) during that time.

Rule No. 2: Outlook Inbox Rule (for a designated expert)

Move any messages containing these words in the subject or body to your new folder called “LTBUSER”. This rule enables one designated LTB expert per law firm or legal department to receive an email in a folder in Outlook Inbox notifying the when users are added or removed from cases so that if a user asks why, for example, they don’t see deadlines on their calendar in June for a case that was shared to them in July, the designated user will be able to find the notification of with the date the case was shared or unshared to a user.

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What do these rules filter?

LTB-allday

Add upcoming group events

View group in outlook

added to a team in Microsoft Teams