Use Rules to Manage Outlook Client Messages

Question: How can I use Rules to manage Outlook Client Messages?

  • I often receive emails that I want to organize into a separate folder.

Answer: Use Rules

  • Rules allow you to move, flag, and respond to email messages automatically.
  • You can also use rules to play sounds, move messages to folders, or display new item alerts.
  • The article applies to Outlook for Microsoft 365, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook 2007.

  • The easiest and most common rule to create is one that allows you to move an item from a certain sender or with certain words in the subject line to another folder.
  • You can create this rule directly from a message you've already received.
  1. Right-click a message in your inbox or another email folder and select Rules.

    Right-click a message you received to create a rule.
  2. Select one of the options. Outlook automatically suggests creating a rule based on the sender and the recipients. To view more options, select Create Rule.

  3. In the Create Rule dialog box, select one or more of the first three checkboxes.

    Select Create Rule to create a new rule.
  4. In the Do the following section, if you want the rule to move a message to a folder, check the Move item to folder box, then select the folder from the Select Folder dialog that pops up, and then click OK.

  • When moving messages to a folder, you may also create a new folder to move your messages to. Check the Move item to folder box, then click the "New" button in the Select Folder dialog that pops us.  Name the folder and choose where you want the folder to be located in the "Select where to place the folder" section then click OK.

5.     Click OK to save your rule.

Note: If you want to run the rule on messages you've already received, check the box on the confirmation dialog that pops up and then click OK.

For more options for creating rules, please see the Manage email messages by using rules Microsoft page.

Was this helpful?
0 reviews


Article ID: 132187
Thu 5/6/21 1:14 PM
Thu 5/13/21 1:39 PM