1. Access the Rules Wizard :
- New Outlook for Windows:
- Go to the View tab and select View Settings.
- Select Accounts > Rules.
- Classic Outlook:
- Go to File > Manage Rules & Alerts.
2. Create a New Rule :
3. Choose a Template or Start from a Blank Rule :
- Outlook provides templates for common rules, like moving messages from a specific sender or flagging messages for follow-up.
- If you need a more customized rule, choose Apply rule on messages I receive or Apply rule on messages I send.
4. Set Conditions :
- Select the conditions that will trigger the rule. For example:
- from [people or public group]: Applies to emails from specific senders.
- with specific words in the subject: Applies to emails with certain keywords in the subject line.
- sent to [people or public group]: Applies to emails sent to specific recipients.
- with attachments: Applies to emails with attachments.
- You can add multiple conditions to make your rule more specific.
5. Set Actions :
- Choose what happens when the conditions are met. For example:
- move it to the specified folder: Moves the email to a specific folder.
- delete it: Deletes the email.
- flag message: Flags the email for follow-up.
- mark as read: Marks the email as read.
- forward it to [people or public group]: Forwards the email to another address.
- You can also add multiple actions to a rule.
6. Set Exceptions (Optional) :
- Add exceptions to your rule to prevent it from applying to certain emails. For example, you might want to create a rule to move all emails from a specific sender to a folder, except for emails that are marked as important.
7. Name and Save Your Rule :
- Give your rule a descriptive name.
- Choose whether to run the rule on messages already in your inbox.
- Click Finish to save your rule.
