Setting Outlook Rules (Desktop Application)

Tags m365 outlook

Instructions

Managing emails in Outlook can sometimes become a difficult task. Even if you have folders created, manually moving emails to different folders can become tedious. You can automate this and many more tasks by setting up 'Rules" automatically move emails sent by a particular contact/group or to a specific group you are a part of. within Outlook.

  • Launch Outlook’s Desktop Version.
  • Locate the email you want to create a rule for.
    • Right-click on the email and select Rules > Create Rules.

  Selecting Rules will populate a list with Create rule as an option.

Note: You can also click on the email > Home tab > Rules> Create RuleTop panel in Outlook with setting options.
  • "Rules" in "Settings" will open, allowing you to create or edit your existing rules.

 Option to add Rules is located under Outlook Settings.

Create a Rule

"Create a rule" window will allow you to create a rule to move the emails from selected person to designated folder

  • Selecting More options will direct you to Rule setting option.

 Drop-down to select designated folder.

Add New Rule

Selecting "Add new rule", will provide fields to name your rule, set the condition and action for the email. You can select what you want the rule to do from the options given. You can add two actions to the same rule and add an exception by selecting Add an exception > Save.

  • Stop processing more rules: This ignores the subsequent rules, even if they apply to the message.
    • Without this setting, every rule that applies to the message will run.
    • Tick/Untick per your need.
  • Run rule now: This runs the rules on all existing mails that fall under that condition.
    • Tick/Untick as per your need.

Manage Rules & Alerts

You can manage created rules by using the Manage Rules & Alerts icon located under Rules > Manage Rules.

  • A list of all the rules created will populate.
  • You can rearrange the order in which the rules should be applied.
  • Edit or Delete these rules depending on what you wish to change.

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Details

Article ID: 992
Created
Tue 12/20/22 12:58 AM
Modified
Fri 10/4/24 11:41 AM

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