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How-to set up rules in Outlook on Windows 10 to clean up and organize your inbox
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Published onOctober 28, 2020
published onOctober 28, 2020
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If your inbox is a mess,there are many ways you can manage itthrough Outlook. While we’ve already discussed how you can use folders, filters, and categories, these are all after-the-fact changes, once your email gets to you.
If you really want a clean inbox, you can set up Rules in the Outlook app in Windows 10 to automatically move, flag, and respond to email messages. Here’s a look at how.
Creating a rule from a message
One of the easiest ways to create a rule in Outlook is through one of your messages. You can get started by right-clicking the message, choosingRules, and then choosing toCreate Rule. There will be some conditions that you can choose from, but you also can find additional ones by clickingAdvancedOptions.
As an example and default scenario, you can configure Outlook to move messages of that title or sender to a folder, just choose the checkbox forSubject contains,and then the checkbox forMove the item to a folder.
There are many rules which we’re about to explain in the next section. But, once you’re satisfied, you can choose one. Then, clickOK.After that, you can choose to use the rule right away.
Simply chooseRun this new rule now on messages already in the current folder checkbox, and then select OK. You should see that the message will now move to the folder you selected.
Creating a rule from a template
In addition to creating a rule from a message, you also can create a rule from a template, too. To do this, select theFilemenu and then chooseManage Rules & Alerts. You’ll then want to clickNew Rule.
From there, select a template. There are various templates you can choose for staying organized, and staying up to date. There’s even one that you can choose from scratch, too.
Staying Organized templates can help you move messages, flag messages. Staying Up to Date templates can help you display mail from someone in an alert window, or play a sound, or send an alert to your phone.
In this example, we’ll selectFlag messages from someone for follow-up. You’ll want to click the template, edit the description by clicking on the underlines values, changing them, and clickingOK.
After that, you’ll want to selectNext, select the conditions, add in relevant information, and then clickNext. You can then finish the set up by naming it, reviewing it, and selectingFinish.
Notes on rules
There are two types of rules in Outlook. The first is server-based, and the second is client-only. Server-based rules run on your mailbox on the server whenever Outlook isn’t running. They apply to messages that first go to your inbox, and the rules don’t run until they go through the server. Client-only rules, meanwhile, run only on your computer.
These are rules that run in Outlook instead of your server, and will only run when Outlook is running. You can learn more about the differences onMicrosoft’s support page.
Updated: 4/29/2023
Radu Tyrsina
Radu Tyrsina has been a Windows fan ever since he got his first PC, a Pentium III (a monster at that time).
For most of the kids of his age, the Internet was an amazing way to play and communicate with others, but he was deeply impressed by the flow of information and how easily you can find anything on the web.
Prior to founding Windows Report, this particular curiosity about digital content enabled him to grow a number of sites that helped hundreds of millions reach faster the answer they’re looking for.
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Radu Tyrsina
