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Create email rules in Outlook to manage inbox organization

Create and manage email rules in Outlook to automatically filter and organize incoming messages based on specified criteria, enhancing your inbox organization and efficiency.

Mahammed Hussein Abdal-monem
·26 steps·2 views·Published

Create and manage email rules in Outlook to automatically filter and organize incoming messages based on specified criteria, enhancing your inbox organization and efficiency.

Step-by-step guide26 steps

  1. Click the Test Meeting

    Select the 'Test Meeting' item to view its details and options.

    Click the Test Meeting
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  2. Click Rules

    Select the 'Rules' section to manage your email automation and filtering options.

    Click Rules
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  3. Click Add rule

    To create a new rule for managing incoming email messages, click the Add rule button.

    Click Add rule
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  4. Click Enter a name for your rule

    Type a name for your new rule in the input field.

    Click Enter a name for your rule
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  5. Press v

  6. Type the rule name

    Enter a descriptive name for your rule, such as 'Move messages with "Test" subject to deleted item folder.' This identifies the automation action you are creating.

    Type the rule name
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  7. Select a condition

    Choose a condition to apply to your rule in this workflow.

    Select a condition
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  8. Select a condition

    Choose the relevant condition for your rule from the options provided.

    Select a condition
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  9. Click Subject includes

    Select 'Subject includes' to specify the condition for message filtering.

    Click Subject includes
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  10. Type in Enter words to look for

    Input your desired keyword in the 'Enter words to look for' field to set specific search conditions.

    Type in Enter words to look for
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  11. Select an action

    Choose the relevant action from the options available to customize your rule.

    Select an action
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  12. Click Add an action

    Here, you can choose the action to apply to the selected condition in your rules.

    Click Add an action
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  13. Select an action

    Choose the action you want to perform from the available options.

    Select an action
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  14. Click Move to

    Select the 'Move to' option to organize your emails more effectively.

    Click Move to
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  15. Select a folder

    To set your rule, choose the folder where you want the messages to be moved.

    Select a folder
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  16. Select Junk-E-Mail

    Select the 'Junk-E-Mail' folder as the destination for moving messages.

    Select Junk-E-Mail
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  17. Click Stop processing more rules

    Select the option to stop processing more rules, preventing further actions on this rule.

    Click Stop processing more rules
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  18. Click Run rule now

    Select 'Run rule now' to immediately execute the configured rules on your selected items.

    Click Run rule now
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  19. Click Save

    To apply your changes, click Save. This ensures that your rule is updated and ready for use.

    Click Save
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  20. Click 

  21. Click Junk-E-Mail - 29 items (2 unread)

  22. Click Posteingang

  23. Click Junk-E-Mail

  24. Click Test

  25. Click MAMahammed Hussein Abdal-monem<Mohammed@Hussiencorp.onmicrosoft.com>Test18:05Test 1 ...

  26. Click This message was moved to the Junk Email folder based on an inbox rule.