How To Set Up Outlook Email Rules

Keep your inbox organized and salve some time. Hither are some Outlook rules you can prepare to automatically movement emails, flag them, and more.

Microsoft Outlook has equally many terrific features as it does useful ones for composing emails and organizing your inbox. For instance, you tin can make important emails stand up out and create automatic replies like when you're out of the office.

Another great feature is the ability to set up rules. You can employ rules to incoming and outgoing emails that help you get organized, follow upward, or stay upwardly to engagement on your letters. And it's all done automatically afterward the initial gear up. Hither a few common Outlook rules that you lot'll appreciate considering they'll save y'all tons of time.

Setting up Rules in Outlook

For each of the rules below, you'll get-go in the same spot. Then whether you program to gear up one rule or several, or edit rules in the future, here'due south how to navigate to the Rules area in Outlook.

1. Click File from the card.
2. If it's not already selected, click the Info tab on the left.
3. Gyre down the main function of the page and click Manage Rules & Alerts.
4. Click the Email Rules tab at the top of the popular-upwardly window.
5. Select the e-mail account y'all desire to set up the rule for in the driblet-down box if you have more than than one.

Click New Rule to open up the Rules Wizard. This tool walks you through each step for setting up your rule. And information technology offers upwards some of the most mutual rules along with options for bare rules you create from scratch. Continue in heed that fifty-fifty if you lot pick a basic rule to start as we volition below, you tin can tailor it to fit your needs.

Subsequently y'all set up a new rule, you tin can head back to this same area to edit, delete, run, or export rules.

Move Emails From People

Let'due south say you take folders fix for people at work like clients or at home similar family. You tin have emails from sure people motion automatically to the right folder. For our example, y'all tin move emails from your parents, children, and siblings right into a Family unit folder.

1. At the pinnacle of the Rules Sorcerer, select Move messages from someone to a binder.
2. Click Next.
3. In Rules Magician Footstep ane: You'll see all the available conditions y'all can use to emails you lot want to move in addition to being from a sure person. When yous check each one you want to employ, it will populate in Rules Wizard Pace two. For our case, we'll exit the kickoff box checked for from people or public group.
4. In Rules Wizard Step 2: Click people or public group to select the people in your family unit.
5. Select your contacts from the list, enter a new email, or apply the Advanced Observe. Once y'all select the get-go one, click From at the lesser to add them. You can continue to add all people to this rule the same way.
6. Click OK. You'll then see those contacts in the Rules Wizard Step ii surface area.
7. In Rules Wizard Step 2: Click specified to cull the folder and click OK. You'll now see that binder in Step 2.
8. The next screen looks very like to the previous one in the Rules Sorcerer but allows you to select more actions if y'all like.
9. Click Adjacent.
10. On the side by side screen, you tin can gear up Exceptions to your rule. This is handy if you want to exclude emails from the rule if they meet certain weather. Check any that y'all desire to apply.
11. Click Adjacent.
12. Give your rule a name, check any setup options you want to apply, review the rule description, and click Terminate. If you need to make changes, you tin can utilize the Dorsum button at the bottom to revisit any screen.
13. You'll be back on the Rules and Alerts window. Click Utilise and then OK to get out.

Time-Saving Tip: Equally yous go through the process to create your rule, y'all can click the Stop button instead of Nextat any time. And so if you lot don't plan to add more actions or include exceptions, yous tin skip those screens altogether.

Move Emails With Specific Words

Possibly yous have a folder for travel-related emails, sales at stores, or projects at work. And these emails come from various people and companies. You tin can move emails based on specific words in the subject area, torso, or a combination of both.

1. At the meridian of the Rules Sorcerer, select Move messages with specific words in the subject to a folder.
2. Click Next.
3. In Rules Magician Step one: Cheque all conditions to apply to emails you want to motion. For instance, you lot may desire the words to appear in the subject and the body instead of only the subject.
4. In Rules Magician Pace 2: Click specific words to enter each into the box and click Add together. When your listing is complete, click OK.
5. In Rules Wizard Step 2: Click specified to choose the folder and click OK.
6. If you would like to add more actions, exceptions, or check the setup options, yous can continue with each screen by clicking Next. Alternatively, click Finish and your dominion will exist ready to go.

Time-Saving Tip: If y'all click Finish at any signal, you lot won't see the screen to requite your rule a name, but you can do this on the Rules and Alerts screen. Select the rule, click Change Rule, and choice Rename Rule.

Flag Emails for Follow-Upward

If you lot use Outlook for business, then you lot likely take emails that crave you to follow upwardly. Whether from your dominate or a customer, you can prepare this dominion up easily.

1. At the top of the Rules Sorcerer, select Flag messages from someone for follow-upward.
2. Click Adjacent.
3. In Rules Magician Step ane: Bank check all additional conditions to apply to emails you desire to flag. Here, nosotros'll mark from people or public grouping.
4. In Rules Wizard Pace 2: Click people or public group to select the people.
5. In Rules Wizard Step 2: Click follow up at this time, make your selections in the Flag to and For drop-downwards boxes, and click OK.
6. If you lot would like to add more actions, exceptions, or options, yous can continue with each screen by clicking Next. If not, click Finish.

Play a Audio When You Receive a Certain E-mail

I more Outlook rule that comes in super handy is for playing a audio. This triggers a particular sound alert when you become an email from a sure person, with a specific word, marked every bit important, and many other situations. We'll set up this upward to play a audio for letters marked of import.

1. At the top of the Rules Wizard, select Play a sound when I get letters from someone.
2. Click Next.
3. In Rules Wizard Step 1: Bank check all boosted conditions to apply to emails you desire to flag. For our example, we'll check marked as importance.
4. In Rules Sorcerer Footstep 2: Click importance to select the priority level and click OK.
5. In Rules Wizard Stride ii: Click a sound to locate the sound and click Open up.
6. Click Next to add more actions or exceptions. Or click Finish to wrap information technology up.

Outlook Rules Can Save You Time

Rather than moving emails or flagging them manually, and to make sure y'all're alerted for certain messages, these Outlook rules can salvage you time and proceed you upwards to date. Which ones do y'all program to gear up?

For more than, have a look at how to automatically BCC yourself or others on emails y'all ship using an Outlook rule.

Source: https://www.groovypost.com/howto/simple-microsoft-outlook-email-rules-youll-appreciate/

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