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.


Cap sensitive All Users:

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

LTBUSER



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 > +

Graphical user interface, text, application, email

Description automatically generated


Click +


Graphical user interface, text, application, email

Description automatically generated

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


Graphical user interface, application

Description automatically generated

OK


Graphical user interface, text, application, email

Description automatically generated

 

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