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Outlook's mail management software enables users to handle incoming emails. However, with a daily influx of messages, the inbox can become chaotic. Today, Mytour guides you on using Rules to organize and automate tasks in Outlook.
1. What are Rules in Outlook?
Outlook Rules aid in efficiently managing emails in your inbox. They allow you to move messages between folders, attach different flags for categorization, and even automate responses.
The most popular Rules used by Outlook users is the automatic forwarding of emails to the appropriate folder upon receipt.
2. Creating Rules in Outlook
To create a new rule in Outlook, follow these steps. First, select a relevant email related to the rules you want to establish (for example, actions related to the sender, subject, etc.).
Next, go to the Home ribbon on the toolbar, then click on Rules in the Moves group, and select Create Rule.
Alternatively, you can right-click on the email and choose Rules from the displayed menu, then select Create Rule here.
The Create Rule functionality window will appear on the screen, where you can configure settings related to the desired rule.
In the When I get email with all of the selected conditions section, you can set rules to filter the types of emails you need. You can filter emails based on three criteria:
- From <sender>: You can perform actions on emails coming from a specific sender. As in the example below, the email sender is Steam Support.
- Subject contains: Refers to the email subject, allowing actions on emails with similar titles.
- Sent to: As Outlook allows you to manage multiple emails simultaneously, you can set restrictions on emails sent to a specific address you are managing.
Note that you can create multiple selections simultaneously with all three filtering conditions.
Next, configure settings for Do the following.
After filtering emails matching the above conditions, you can perform the following automatic actions:
- Display in the New Item Alert window: With this action, you can show a notification window when new mail arrives.
- Play a selected sound: Trigger a pre-set notification sound. You can preview the sound by clicking the Play triangle. To change the notification sound, click Browse and choose the sound file.
- Move the item to folder: Perhaps the most commonly used Rules function. It allows you to send emails to a folder of your choice in Outlook. Simply select the desired folder and click OK.
In addition to the simple Rules mentioned above, you can also perform more complex actions in Advanced Options.
Within this section, numerous pre-defined Rules are available with Step 1 being the email filtering step and Step 2 outlining the actions to perform on the email.
After all configurations, click OK or Finish to complete setting up Rules for Outlook. The software will take a moment to implement the rules you just configured.
Thank you for reading the article on creating Rules in Outlook by Mytour. That concludes our guide on setting up Rules in Outlook. We wish you success in implementing this trick.
