How can I filter email notifications from RSA Link into a specific folder using Microsoft Outlook 2010?
RSA Product Set: RSA Link (community.rsa.com) RSA Product/Service Type: Email Notifications Platform: Microsoft Outlook 2010 Operating System: Windows 7, Windows 8, Windows 10
I want to receive email notifications for activity on RSA Link (such as when discussion threads are created or receive replies, when new knowledge base articles are published, etc.) but I want them to be filtered into a different folder than my inbox.
All email notifications from RSA Link have the following characteristics:
They are all sent from the email address firstname.lastname@example.org (even though the name of the user will be displayed in the "From" field)
They will all begin with the name of the space in which the activity took place in square brackets (e.g. "[RSA NetWitness Suite] - How to integrate Splunk logs")
This includes email notifications for official RSA content published on RSA Link such as product advisories, documentation and downloads.
Knowing this, it is easy to set up email rules in Microsoft Outlook 2010 to filter these emails to a specific folder using one or both of the methods below.
An easy way to filter all RSA Link notifications into a specific folder is to create an email rule that moves all incoming emails sent from the email@example.com email address, as explained in the steps below.
In Microsoft Outlook 2010, select an email notification from RSA Link.
In the toolbar, click on the Rules button within the Move section and click on the Create Rule... option that appears.
In the Create Rule dialog box that appears, select the first option that says From [sender_name] (where [sender_name] is the name of the RSA Link user that posted the content in the email notification you selected in Step 1) as well as the last option that says Move the item to folder.
Click on the Select Folder... button and select the appropriate folder where you want RSA Link email notifications to be sent and then click OK.
It is recommended that you create a folder entitled RSA Link for these notifications.
Click on the Advanced Options... button.
Click the Next button three times until you arrive at the final step in the Rules Wizard.
Rename the rule in the Step 1: Specify a name for this rule to be something descriptive such as RSA Link Notifications.
Click the Finish button to save and apply the rule.
Because of the way the subject line is formatted for RSA Link notifications, you also have the ability to filter notifications from specific folders into folders within Microsoft Outlook 2010. To do this, perform the same steps in the section above but perform the additional steps below after Step 3.
Check the box for Subject Contains in the Create Rule dialog box.
Delete everything in the subject line except for the space name within the square brackets.
If the example notification that you selected Step 1 of the previous section is not an example of an email you want to filter in this new folder then either select a different example or manually type the name of the space surrounded by square brackets.
After setting this additional condition for the rule, make sure to click on the Select Folder... button and select the new folder for this subset of email notifications.
It is recommended that you use both the Basic and Advanced methods from this article for RSA Link email notifications, using the "RSA Link" folder as a catch-all for all notifications and then utilizing sub-folders for specific types of notifications as shown in the example below.
If you do not wish to show the name of the user from the email notification you selected within the rule when indicating the sender address from whom emails should be moved, you can follow the steps below.
On the first page of the Rules Wizard after clicking on the Advanced Options... button from the steps above, click on the hyperlink for the from condition, which should show the name of the RSA Link user from the email notification you selected.
Delete the user's name from the From -> field at the bottom of the Rule Address dialog box, type firstname.lastname@example.org instead and then click OK.
The rule description will now show the email address rather than the user's name.
These steps in this Notes section are optional and will not affect the functionality of the rule.