Using rules to filter attachments

A common request from Outlook users is how to use rules to filter out messages with attachments. This can be an added protection against viruses and other dangerous files that might arrive in your inbox.

While Outlook's Rules Wizard doesn't include a rule specifically for filtering on attachments, you can create a rule that will filter on most attachments. I said "most" because it's not 100% accurate and doesn't work when the message has embedded attachments.

Begin by creating a new rule, choosing the option to "Start from a blank rule" and checking messages when they arrive.

Choose "With specific words in the message header" as the condition and enter the file name or extension, entering it in "dot extension" format: (like ".exe"), so the condition reads like this: "with '.exe' or '.zip' or '.pif' in the message header," as shown in Figure A. Complete the rule using your desired action.

Note that while this rule works on messages containing attachment types blocked by Outlook, it misses embedded attachments that are not listed by name in the message header. You also can't use this rule to save or delete attachments, only move, copy, flag or delete the message.

If you need to save or delete attachments, you'll need to use VBA or a 3rd party add-in. For more information on message processing, see "Automatic Message Processing Tools" at http://www.slipstick.com/addins/auto.htm.

Win a book at Slipstick

Slipstick.com is running a Ratings Raffle for the next several weeks. Choose a category and vote for your favorite utilities in the category and enter the drawing to win a book. There will be five winners a week until the prize box is empty.

During the contest, you're limited to one entry person and can only vote in one utility category, but you can vote for as many of your favorite utilities in that category as you want. When the prizes are gone later this summer, you'll be able to come back and rate the utilities in the other categories.