Outlook - Organize Your Messages with Rules Tutorial

Learn how to organize your messages with rules in Outlook to automate email management and save time. Follow simple steps to create and manage rules, set conditions to move specific emails, define actions like moving emails to specific folders, and handle exceptions. Discover how to efficiently manage existing rules and streamline your email workflow.

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Available in Microsoft365

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we'll demonstrate how to create and manage rules in

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outlook to automate email management and save time.

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Click on settings represented by the gear icon at the top right.

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Then on the left, click on email

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in the center, choose rules on the right pane, click on the add a new rule button

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in the right hand menu,

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start by giving your rule a name to make it easier to manage and understand later.

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Then choose a condition

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to move emails containing a specific word. Select subject includes

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enter the keyword. For example, invoice to target those specific emails.

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Now select the action to perform

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to move the emails to the accounting folder.

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For instance, select move to then click, select a folder

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and choose accounting.

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Click save to apply the rule.

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All emails that match the rule will disappear from

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your inbox and appear in the accounting folder.

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When creating a rule, you can choose multiple conditions and actions.

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You can also define exceptions.

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For example,

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all emails from a specific sender with the

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word launch in the subject line will be tagged

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in blue and moved to the launches folder

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unless the subject also contains the word delay.

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In that case, the email will remain in the inbox and won't be processed by the rule

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to manage your existing rules. Go back to settings

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in the email section, select rules,

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you will see a list of all your rules and their descriptions.

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Click the pencil icon to edit a rule

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or click the trash icon to delete it.

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You can also temporarily disable a rule by toggling the switch next to it

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to reactivate the rule, toggle the switch again.

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And here we are,

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you now know how to create apply and manage

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rules in outlook to automate your email management.

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