A rule is an action that Outlook for Windows runs automatically on incoming or outgoing messages. You choose what triggers the rule as well as the actions the rule takes. For example, you can create a rule to move all messages from your manager into another folder, or you can delete all messages with โBuy now!โ in the subject line. There are many ways that you can use rules in Outlook to better manage your preferences, and make life that bit easier. Weโve created a detailed โhow toโ guide to help you master rules in Outlook.
How rules in Outlook can help you manage email messages
By using rules, you can reduce manual and repetitive actions needed to manage your email messages. When you turn rules on, they run continuously and automatically.
Rules generally fall into one of two categoriesโorganization rules, or notification rules. You can use the Rules Wizard to help you design rules to manage your messages.
The Rules Wizard includes templates for the most frequently used rules. If you need some extra advice about how to use the Rules Wizard, thereโs a handy one here. Weโre now going to go through how to create rules in detail.
The kinds of rule templates to choose from
- Stay organised
These are rules that help you to file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Bobby Moore, with the word โsalesโ in the subject line. This can be flagged for follow-up, categorized as Sales, or moved to a folder called Bobbyโs Sales. - Stay up-to-date
These are rules that notify you in some way when you receive a particular message. For example, you can create a rule that automatically sends an alert to your mobile when you receive a message from a family member. - Start from a blank rule
These are rules that you create from scratch.
Now letโs talk about how to create rules in Outlook:
Step 1: Choose an Outlook rules template
1. Choose โrulesโ > manage rules & alertsโ from the ribbon or choose the โfileโ tab and then choose โmanage rules & alertsโ.
2. In the โrules and alertsโ dialog box, on the โe-mail rulesโ tab, choose โnew ruleโ.
3. In the Rules Wizard, under Step 1: Select a template. Pick one of the default templates under โstay organizedโ, โstay up to dateโ, or, โstart from a blank ruleโ.
Step 2: Edit the rule description
When you create rules in Outlook, each one of the rule templates that you chose in Step 1 has slightly different options for Step 2.
When the options require you to make a choice, for example, to specify a sender or choose a folder, the option will be underlined. For this example, weโve picked one of the most common rules; to move messages from a person to a folder.
1. Choose โpeople or public groupโ in the edit description box to display your address book. Either choose a name from your address book, or type the personโs address in the โfromโ box, then choose โOKโ.
2. Choose โspecifiedโ to display a list of your folders. You can choose an existing folder, or choose โnewโ to create a new folder. When youโve selected the appropriate folder, choose โOKโ.
If you want to explore advanced options for the rule, choose โnextโ and then skip to โadvanced rule optionsโ below. Otherwise, choose โfinishโ. This returns you to the โrules and alertsโ window. From here, you can create another rule or choose โOKโ to save your changes.
- Move messages from someone to a folder
1. Choose the โpeople or public folderโ link.
2. In the โrule addressโ dialog box, do one of the following:
In the โsearchโ box, type a name.
or
In the address bookโ list, choose a source.
3. When your selection is displayed in the โfromโ box, choose โOKโ.
4. Choose the โspecified folderโ link, and in the โrules and alertsโ dialog box, choose a folder, and then choose โOKโ.
5. Choose โnextโ and go to Step 3: Set conditions for a rule.
- Move messages with specific words in the subject to a folder
1. Choose the โspecific wordsโ subject link.
2. In the โsearch textโ dialog box, in the โspecify words or phrases to search forโ in the subject box, type a word or phrase to be searched for.
3. Choose โaddโ to add your entry to the โsearch listโ pane, and then choose โOKโ.
4. Choose the โspecified folderโ link, and in the โrules and alertsโ dialog box, choose a folder, and then choose โOKโ.
5. Choose โnextโ and go to Step 3: Set conditions for a rule.
- Move messages sent to a public group to a folder
1. Choose the โpeople or public folderโ link.
2. In the โrule addressโ dialog box, do one of the following:
In the โsearchโ box, type a name.
or
In the โaddress bookโ list, choose a source.
3. When your selection is displayed in the โtoโ box, choose โOKโ.
4. Choose the โspecified folderโ link, and in the โrules and alertsโ dialog box, choose a folder, and
then choose โOKโ.
5. Choose โnextโ and go to Step 3: Set conditions for a rule.
- Flag messages from someone for follow-up
1. Choose the โpeople or public folderโ link.
2. In the โrule addressโ dialog box, do one of the following:
In the โsearchโ box, type a name
or
In the โaddress bookโ list, choose a source.
3. When your selection is displayed in the โfromโ box, choose โOKโ.
4. In the โflag messageโ dialog box, in the โflag toโ box, accept the default setting of โfollow upโ, or choose another item in the list.
5. In the โforโ box, accept the default setting of โtodayโ, or choose another item in the list.
6. Choose โOKโ > โnextโ, and then go to Step 3: Set conditions for a rule.
- Move RSS items from a specific RSS Feed to a folder
Note: To use this option, you must subscribe to an RSS feed. When you choose this option, there is a prompt to continue. If you choose โnoโ, you canโt proceed, but if you choose โyesโ, you can.
- The Stay Up to Date template
Display mail from someone in the New Item Alert Window
1. Choose the โpeople or public folderโ link.
2. In the โrule addressโ dialog box, do one of the following:
In the โsearchโ box, type a name.
or
In the โaddress bookโ list, choose a source.
3. When your selection is displayed in the โfromโ box, choose โOKโ.
4. Choose the โspecific messageโ in the โnew item alertโ window link.
5. In the โalert messageโ dialog box, in the โspecify an alert messageโ box, type a message, and then choose โOKโ.
6. Choose โnextโ, and then go to Step 3: Set conditions for a rule.
- Play a sound when I get messages from someone
1. Choose the โpeople or public folderโ link.
2. In the โrule addressโ dialog box, do one of the following:
In the โsearchโ box, type a name.
or
In the โaddress bookโ list, choose a source.
3. When your selection is displayed in the โfromโ box, choose โOKโ.
4. Choose the โplay a soundโ link, and in the โselect a sound to playโ window, choose a file (for
example, a .wav file), and then choose โopenโ.
5. Choose โnextโ, and then go to Step 3: Set conditions for a rule.
- Send an alert to my mobile device when I get messages from someone
1. Choose the โpeople or public folderโ link.
2. In the rโule addressโ dialog box, do one of the following:
In the โsearchโ box, type a name.
or
In the โaddress bookโ list, choose a source.
3. When your selection is displayed in the โfromโ box, choose โOKโ.
4. Choose the โforward it to people or public groupโ link.
5. In the โrules addressโ dialog box, do one of the following:
In the โsearchโ box, type a name.
or
In the โaddress bookโ list, choose a source.
6. When your selection is displayed in the โtoโ box, choose โOKโ.
7. Choose โnextโ, and then go to Step 3: Set conditions for a rule.
- Start from a blank rule template
1. Choose one of the following.
Apply rule to messages I receive
or
Apply rule to messages I send
2. Choose โnextโ, and then go to Step 3: Set conditions for a rule.
Step 3: Set conditions for rules in Outlook
You now have the opportunity to add conditions to the options you chose in Step 2: Edit the rule description. Based on the conditions you select, the options available to edit the rule description will vary.
1. Under Step 1: Select condition(s), select the check box for the condition you want to add.
Note: You can select multiple check boxes.
2. Under Step 2: Edit the rule description (click an underlined value), choose a link, complete the
required actions, and when done, choose โOKโ.
3. Choose the next link, complete the required actions, and when done, choose โOKโ.
4. If another link is available, choose it, complete the required actions, and when done, choose โOKโ.
5. Choose โfinishโ when done.
Design custom rules in Outlook
1. On the โfileโ tab, choose โmanage rules & alertsโ.
2.In the โrules and alertsโ box, on the โe-mail rulesโ tab, choose โnew ruleโ.
3. Under โstart from a blank ruleโ, choose either โapply rule on message I receiveโ or โapply rule on message I sendโ,
4. Choose โnextโ, and then do the following:
Under Step 1: Select condition(s), select which conditions (criteria) that you want the messages to meet (match) for the rule to apply.
and
Under Step 2: Edit the rule description, choose an underlined value for any condition that you added, and then specify the value.
5. Choose โnextโ, and then do the following:
Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
and
Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.
6. Choose โnextโ, and then do the following:
Under Step 1: Select โexception(s)โ, select โany exceptions to the ruleโ, and then choose โnextโ.
and
Under Step 2: Edit the rule description, choose an underlined value for any exception that you added, and then specify the value.
7. Choose Next, and do the following:
Under Step 1: Specify a name for this rule, type a name.
and
Under Step 2: Setup rule options, select the check boxes for the options that you want.
8. Choose Finish.
Delete rules in Outlook
You can delete a rule when itโs no longer necessary.
1. On the โfile tabโ, choose โmanage rules & alertsโ.
2.In the โrules and alertsโ dialog box, on the โe-mail rulesโ tab, choose the rule you want to delete.
3. Choose โdeleteโ > โOKโ.
We hope that this article was helpful and will help you manage rules in Outlook with ease. If you still have some queries you can contact at info@targetintegration.com or through the contact us section on our website