A great feature in Microsoft Outlook is creating Rules to help you manage your email messages. Leveraging rules in Outlook can help reduce the manual and repetitive actions you go through to manage your mailbox. These rules can even be setup to run automatically with actions like filing email messages to folders in your mailbox or notify you when you receive a particular message. Let’s dive in on a couple ways to work with Outlook Rules.
First, the Rule’s Wizard provides many different ways for your to design and manage rules. The wizard breaks rules down to three categories :
We are going to go through the basic options to start but please refer to the reference at the bottom for more details. The first step is to create a rule and here are the step-by-step instructions:
Create a Rule
Step 1: Choose an Outlook rules template
Within Outlook’s Home Tab, Choose Rules > Manage Rules & Alerts from the ribbon or choose the File tab and then choose Manage Rules & Alerts.
In the Rules and Alerts dialog box, on the E-mail Rules tab, choose New Rule.
In the Rules Wizard, under Step 1: Select a template, pick one of the default templates under Stay Organized, Stay Up to Date, or, Start from a blank rule. For this example, choose the Stay Organized option Move messages from someone to a folder.
Step 2: Edit the rule description
When the options require you to make a choice, for example to specify a sender or choose a folder, the option will be underlined.
1. Choose people or public group in the edit description box to display your address book. Either choose a name from your address book or type the person's email address in the From box, then choose OK.
2. Choose specified to display a list of your folders. You can choose an existing folder or choose New to create a new folder. When you've selected the appropriate folder, choose OK.
If you want to explore advanced options for the rule, choose Next and then skip to Advanced Rule Options, below. Otherwise, choose Finish. This returns you to the Rules and Alerts window.
From here, you can create another rule or choose OK to save your changes.
Here is an example of a rule from the Stay Up to Date Template:
Display mail from someone in the New Item Alert Window
1. Choose the people or public folder link.
2. In the Rule Address dialog box, do one of the following:
- In the Search box, type a name.
- In the Address Book list, choose a source.
3. When your selection is displayed in the From box, choose OK.
4. Choose the specific message in the New Item Alert window link.
5. In the Alert Message dialog box, in the Specify an alert message box, type a message, and then choose OK.
6. Choose Next, and then go to Step 3: Set conditions for a rule.
What if you create a rule that you no longer wanted running?
Here are the steps on how to delete a rule:
Delete a Rule
Finally, you can setup rules to not run automatically so they would only work when you run them manually. Here are the steps on how to do this:
You can manually run one or more rules.
In conclusion, we hope you enjoy having the knowledge on how to use this as a great way to organize your Outlook Mailbox.