Save Time using Rules in Microsoft Outlook

Take Control of Your Email

Automatic Email Rules help you reduce manual filing and decision-making about what to do with your regular emails. Rules can be used to automatically File, Respond, Delete or Forward messages.

The rules are always turned on and run automatically.  So it is important to set the rule up, test it out and then trust it to work. Also it is important to proactively check up on the automated action – i.e. if you auto file lower priority emails into a sub folder in your Inbox, make sure you check this folder occasionally.

Here are tips for setting up rules in Outlook. If you are a Gmail user you can be productive too by using Labels and Filter. Click here for tips on how to Be Productive in Gmail.

Set up New Email Rules in MS Outlook

You can either setup the Email Rule from scratch or use a pre-existing Rule Template.

  1. Setup a Rule from Scratch
  2. Choose RulesManage Rules & Alerts from the ribbon or choose the File tab and then choose Manage Rules & Alerts.
  3. In the Rules and Alertsdialog box, on the E-mail Rules tab, choose New Rule.
  4. Under Start from a blank rule chose either:
    • Apply rule on messages I receive or Apply rule on messages I send
  1. Choose Next, and then go to Set conditions for a rule.
  2. Set conditions for a rule

You can now add conditions to the rule. Based on the conditions you select, the options available to edit the rule description will vary.

  • Under Step 1: Select condition(s), select the check box for the condition you want to add. Note:You can select multiple check boxes.
  • Under Step 2: Edit the rule description (click an underlined value), choose a link, complete the required actions, and when done, choose OK.
  • Choose the next link, complete the required actions, and when done, choose OK.
  • If another link is available, choose it, complete the required actions, and when done, choose OK.
  • Choose Finishwhen done.

Set Up Email Rules Using a Template

  1. Choose RulesManage Rules & Alerts from the ribbon or choose the File tab and then choose Manage Rules & Alerts.
  2. In the Rules and Alertsdialog box, on the E-mail Rules tab, choose New Rule.
  3. In the Rules Wizard, under Step 1: Select a template, pick one of the default templates under Stay Organized orStay Up to Date.

Continue to create the rule as described above for a blank rule.

Be Productive

Use automatic Email rules to save time, have less distractions and increase your productivity. Try these steps above to take control of your email.

Want to learn more about EMail Management? Read our recent article here.

Contact us if you need any further information.


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