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How to turn off or customize new email alerts in outlook

By default, the new email notification works on all incoming emails of all accounts in Outlook. If you want to disable the new email notification for a specific email account in Outlook but keep other accounts activate, please try the below method to get it done.

Disable new email notifications for a specific account in Outlook

For disabling new email notifications for a specific account, you need to disable the new mail desktop alert for all accounts, and then create new mail desktop alert rule for all accounts except the specific one. Please do as follows.

1. Click File > Options, in the Outlook Options window, click Mail in the left pane, uncheck the Display a Desktop Alert box in the Message arrival section, and then click the OK button. See screenshot:

2. Click Rules > Manage Rules & Alerts under Home tab.

3. In the Rules and Alerts dialog box, click the New Rule button under the Email Rules tab.

4. In the first Rules Wizard, click Apply rule on messages I receive in the Start from a blank rule section, then click the Next button. See screenshot:

5. In the second Rules Wizard, click Next button without selecting any conditions, and click Yes in the popping up Microsoft Outlook dialog.

6. In the third Rules Wizard, check the display a Desktop Alert box and click the Next button.

7. In the next Rules Wizard, check the except through the specified account box in Step 1, click specified link text in Step 2. In the Account dialog, select the email account you will disable new email notifications and click the OK button. Then click Next to continue. See screenshot:

8. In the last Rules Wizard, specify a name for the rule as you need, keep the Turn on this rule box checked, and click Finish.

9. Click the OK button in the Rules and Alerts window to finish the rule.

From now on, new email notification will pop up when email arrives in all accounts except the specified one.

A Desktop Alert is a notification that appears on your desktop when you receive a new email message, a meeting request, or a task request. By default, Desktop Alerts are turned on.

The information displayed in a Desktop Alert varies depending on the item that you receive in your Inbox.

Email message
Displays the name of the sender, the subject, and the first two lines of the message. A Desktop Alert doesn’t display the contents of an encrypted or digitally signed message. To view the message, you must open it.

Meeting request
Displays the sender, subject, date, time, and location of the meeting.

Task request
Displays the sender, subject, and start date of the assigned task.

Watch a 1:54 minute video about pop-up alerts (notifications)

How to turn off or customize new email alerts in outlook

Turn alerts on or off

Tip: If you want to keep a Desktop Alert visible so that you can take more time to read it, rest the pointer over the alert before it fades from view.

Select File > Options > Mail.

Under Message arrival, select or clear the Display a Desktop Alert check box and then select OK.

Note: To suppress or enable other notifications such as sounds, mouse pointer changes, or displaying an envelope icon in the taskbar, check or clear the respective check boxes for those functions.

When Desktop Alerts don’t appear

Desktop Alert notifications don’t appear during the initial synchronization of an email account or when you request a manual Send/Receive.

Also, if you’re using message rules and a new message is moved out of the default account Inbox, you might not receive a Desktop Alert notification,.

Sometimes we all see that a Windows alert notification appears whenever receives a new mail, Scheduled Meeting Request, assigned task request, etc. in Outlook. This desktop’s alert/pop-up window is turn on in Outlook by default, but we can also customize it by manually. Here, in this blog I am going to explain you that how can you modify these settings and enable or disable Outlook’s notification pop.

Topics covered:

What desktop alert Displays?

The information that appears on the Desktop alert window can be different. Means, it depends upon the Outlook’s item which you receives in your Outlook Inbox Folder.

Email: In this desktop alert box, the data appears Senders name, subject, and first two line of message. Outlook does not show up any kind of notification about encrypted signed message.

Meeting Request: In this case, the data appears Sender name, subject, date & spot of the scheduled meeting.

Task Request: In this type of alert, the data appears Sender name, subject,& date.

Note: If you are getting emails back to back, then in such case Outlook will only show notification once because it does not pop-up a new email notification every time a user get a new email. In such a scenario, MS Outlook will show a single Windows alert message to signify that the user received various items. This just prevents Microsoft Outlook from being cramped with desktop alerts.

Disable desktop alert in Microsoft Outlook 2016, 2013 and 2010

  • Open your “Microsoft Outlook”.
  • Click on the “File” Tab >> Hit on “Options” button.

How to turn off or customize new email alerts in outlook

  • Go to “Mail” option >> under the section of “Message arrival” at right pane. Uncheck the option “Display a Desktop Alert” to disable Desktop alert message.

How to turn off or customize new email alerts in outlook

Note: Instead of this Display Desktop Alert option, there are four more options provided by Microsoft Outlook. You can also enable or disable these notifications while you receiving emails in Outlook Inbox. These options are:

  • Play a sound,
  • Briefly change the mouse pointer,
  • Show an envelope icon in the taskbar.

How to turn off or customize new email alerts in outlook

Disable Desktop Alert in Microsoft Outlook 2003 and 2007:

  • Open “MS Outlook”.
  • Go to “Tools” >> hit on “Options”.

How to turn off or customize new email alerts in outlook

  • Go to “Preferences” Tab >> hit on “Email Options”.

How to turn off or customize new email alerts in outlook

  • Click on “E-mail Options”.

How to turn off or customize new email alerts in outlook

  • After clicking on Emails Options, a new Window will appear. In second section, Uncheck the option “Display New E-Mail Desktop Alert” and click on “OK” button.

How to turn off or customize new email alerts in outlook

  • Now, you are not able to see any Desktop Alert Pop window.

Note: Alike latest version, you can also enable or disable other options, which are inbuilt in Microsoft Outlook (especially, in older versions) while you receiving emails in Outlook Inbox folder.

Another simpler way to disable the Desktop Alert message: When you receive any mail, desktop alert will appear. Instantly, click down the arrow at right of the pop-up window. After clicking on arrow, a drag down list will open, from there click on “Disable New Mail Desktop Alert”. Now, next time when you receive any mail this alert box will not be appeared.

Note: You can also do other things such as Open item, Flag Item, Delete the new mail, Mark the mail as Read without opening the Inbox and open Windows Alert Settings.

Enable Desktop Alert Message:

Follow the given below steps to enable Desktop Alert box.

To do so:

  • Open “MS Outlook” >> Click on “File” Tab >>“Options” >>“Mail” >>“Message arrival” >> Select the option “Display a Desktop Alert” and Click on “OK” button.

How to turn off or customize new email alerts in outlook

Increase the time limit and change the transparency of Desktop Alert

If you don’t want to turn off Display Alert Message yet want to change time limit of notification’s appearance then do. To so do, you have to hit on “Desktop Alert” button and make changes in time duration of pop-up appearance. Also, if you want your incoming mails are to be noticeable or hide, then adjust the transparency of mails.

To do so:

  • Open “MS Outlook” >> Click on “File” Tab >> Go to “Options” >>“Mail” >>“Message arrival” >> Click on “Desktop Alert Settings”.
  • Under the Duration section, drag slider as you want to set it up.

How to turn off or customize new email alerts in outlook

  • Under the Transparency section, you can set it as your choice.

How to turn off or customize new email alerts in outlook

  • To verify your changes, click on Preview Button. After clicking on Preview button, instantly a preview desktop alert message will appear on the screen.

How to turn off or customize new email alerts in outlook

Change the Location of Desktop Alert Message:

  • Open “MS Outlook” >> Click on “File” Tab >>“Options” >>“Mail” >>“Message arrival” >> Click on “Desktop Alert Settings” >> Click on “Preview” button.
  • After clicking on Preview button, instantly a sample pop-up box will appear on the screen (As here in shown in the screenshot).

How to turn off or customize new email alerts in outlook

  • Now, simple drag the box and drop where you want to be display it. Next time, when you receive any new mail, the desktop alert pop-up box will appear on located destination.

Note: You can also move the pop-up window of Window Alert to the different Location.

Desktop Alert Message does not Display

When Outlook’s desktop Alert notifications do not appear, then it is believed that something is wrong with the initial synchronization of an email account or Send/Receive settings.

Outlook is one of the best email clients out there, especially if you are in a corporate environment. Gmail for business and office 365 are both best, but I personally use Outlook at home and work so I think Outlook is great and gets the job done. This article guides you on how to turn off Email notifications in Outlook for one account if you have multiple accounts.

If you are like me and have multiple email account or email inboxes it can be very distracting to see all the notifications for new emails. Most of these notifications for me are login information, unnecessary subscription marketing emails, and other auto-generated emails.

You can definitely turn off all the outlook email notifications easily but you do not want to miss those urgent emails that you are either waiting for or need to action straight away.

I create a rule in outlook application that filters out the emails from certain email inboxes and only sends me an email notification for the account that is more critical to me.

Solution: Create a rule to turn on email notifications for some accounts in Outlook

Instead of creating a filter to filter out unwanted emails and finding out important emails to send the notification about. We will instead create a filter that gives me a notification if I receive an email in my important email inbox.

Step 1: Turn off the global notifications

  • Open outlook app, click on “File” from the top taskbar
  • Click on “Options”
    How to turn off or customize new email alerts in outlook
  • In the new window, click on “Mail” from the list on the left side of the screen
  • Scroll to the “Message arrival” section
  • “Display a Desktop Alert” should be checked
  • Uncheck that option and click on “OK”
    How to turn off or customize new email alerts in outlook

Step 2: Enabling email notification for specific account

  • Assuming you already have the outlook app open, click on the “Home” tab on the top taskbar
  • Click on “Rules > Manage Rules & Alerts
    How to turn off or customize new email alerts in outlook
  • Click on “New Rule”
  • In the new window, find “Start from a blank rule” and click on “Apply rule on messages I receive” and click on “Next”
    How to turn off or customize new email alerts in outlook
  • Next window gives you lots of conditions that you can select from
  • Step1: Find the “through the specified account” option
  • Step2: Click on the “specified” in step 2, this will open a small pop up window
    How to turn off or customize new email alerts in outlook
  • From the drop-down option, choose the email account that you want to receive the notifications from
  • Click on “OK”, double-check that you can see the account in Step 2 instead of the “specified
  • Click on Next couple of times and in the last screen you can give your rule a name
  • Make sure you have the “Turn on this rule” option checked before you hit “Finish”
  • Finally, click on “Apply”, “OK” and restart your outlook application

Step 3: Testing if the rule is configured properly

Now send a test email to your email account and see if you do receive a notification for the account that you selected in the rule before.

The easiest way is to send an email to yourself from the account you are testing with.

That’s how you disabled notifications for outlook email accounts for one account or enable email notifications for only one account that you would like to monitor.

When you receive new e-mail, Outlook can notify you by displaying an alert on your desktop, or by bouncing the Outlook icon in the Dock. Outlook also plays sounds to notify you of new email messages, event reminders, and more.

Outlook uses a default set of sounds, but additional sound sets are available from third parties on the Internet. A sound set for Outlook is a folder that contains six sound files and a .plist file that maps each sound file to an Outlook event.

Change or turn off sounds

On the Outlook menu, click Preferences.

Under Personal Settings, click Notifications & Sounds.

Under Message arrival, choose the settings that you want for new messages.

Under Sounds, clear the check box next to each sound that you want to turn off.

Tip: To preview a sound, click the Play button next to each sound option.

Change the sound set

Make sure that the Outlook Preferences dialog box is closed.

Copy a new sound set folder to /Users/username/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook Sounds Sets.

On the Outlook menu, click Preferences.

Under Personal Settings, click Notifications & Sounds.

Under Sounds, click the Sound set menu, and then select a sound set.

See also

Change new mail notifications

On the Outlook menu, click Preferences.

Under Personal Settings, click Notifications & Sounds .

Under Message arrival, choose the settings that you want.

Turn off sounds

On the Outlook menu, click Preferences.

Under Personal Settings, click Notifications & Sounds .

Under Sounds, clear the check box next to each sound that you want to turn off.

Tip: To preview a sound, click Play .

Change the sound set

Outlook uses a default set of sounds, but additional sound sets are available from third parties on the Web. You can also use sound sets from Entourage 2008. A sound set for Outlook is a folder that contains six sound files and a .plist file that maps each sound file to an Outlook event.

Make sure that the Outlook Preferences dialog box is closed.

Copy the sound set folder to /Users/username/Documents/Microsoft User Data/Outlook Sound Sets/.

If you don’t see the Outlook Sound Sets folder

In /Users/ username/Documents/Microsoft User Data/, create an Outlook Sound Sets folder.

On the Outlook menu, click Preferences.

Under Personal Settings, click Notifications & Sounds .

Under Sounds, click the Sound set pop-up menu, and then click a sound set.

With email, one size does not typically fit all. You have multiple email accounts, each for different purposes and with varying levels of importance, so it only makes sense to customize the way your phone alerts you to each account’s incoming emails. Luckily, Outlook allows you to do just that.

Whether you’re looking to set a different notification sound for your work and personal accounts, or if you only want to see the most important messages on your lock screen, Outlook allows you to mix and match the settings per email address, putting the notification controls directly in your hands. We’ll show you how to get started so your email system can be best optimized for your personal needs.

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Step 1: Find the Notification Settings

Whether you want to control which notifications are filtered to your lock screen or notification tray, or if you just want to set unique alert sounds for individual accounts, you’ll need to start by finding Outlook’s notification settings.

First, tap the hamburger icon in the top-right corner of the display, then tap the settings gear in the bottom-left corner. If you’re running an older version of Outlook on Android, simply tap the settings gear in the top-right corner of the main page.

How to turn off or customize new email alerts in outlook alt=”Outlook 101: How to Customize Notifications & Alert Sounds for Individual Accounts” width=”532″ height=”532″ />

Once in settings, tap “Notifications” under Mail. From here, Outlook breaks up the settings for all of your accounts. Whatever you change in one account stays with that account alone — no matter how many accounts you have attached to Outlook, you only affect one at a time.

How to turn off or customize new email alerts in outlook alt=”Outlook 101: How to Customize Notifications & Alert Sounds for Individual Accounts” width=”532″ height=”532″ />

Step 2: Customize Notifications for Each Account

Under each account, you will see three options: “Focused and Other Inboxes” (or “All mail” on Android), “Focused Inbox Only,” and “None.” On Android, you will need to tap “Notifications” to see these options.

How to turn off or customize new email alerts in outlook alt=”Outlook 101: How to Customize Notifications & Alert Sounds for Individual Accounts” width=”532″ height=”532″ />

“Focused and Other Inboxes” or “All mail” will send you a notification for each email you receive to that specific account, while “Focused Inbox Only” will send notifications only for emails filtered into your Focused Inbox. The Focused Inbox attempts to only let emails in that seem important and/or personal, so, naturally, this option will help keep your notifications limited to emails that are worth your time.

You can choose from these three options for any of the email accounts you have added to Outlook. Want to be notified of all emails to one account, but not for any to another? Easy. The control is completely up to you, for whichever settings work best for the accounts you have in Outlook.

Step 3: Change Alert Sounds for Each of Your Accounts

If you have multiple email accounts attached to Outlook, setting unique alert sounds makes it easy to instantly identify which account an incoming email has arrived from.

To get started, tap “Sounds for New Mail” (iOS) or “New mail sound” (Android) under any account you’d like to change.

How to turn off or customize new email alerts in outlook alt=”Outlook 101: How to Customize Notifications & Alert Sounds for Individual Accounts” width=”532″ height=”532″ />

Now, you can choose whichever sound you like from the options presented, and your selection will only apply to the account you’ve selected. That way, you will hear different alerts depending on which inbox receives the email.

How to turn off or customize new email alerts in outlook alt=”Outlook 101: How to Customize Notifications & Alert Sounds for Individual Accounts” width=”532″ height=”532″ />

The two platforms differ greatly in terms of tone selection. Outlook on Android uses your device’s stock alerts — with the exception of three Outlook-specific sounds — while, on iOS, you get a unique suite of nine options. Simply tap on any of the tones to select it and hear a preview. Once you settle on an alert, go back to either change the alert of another account or to exit Outlook’s settings entirely.

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How to turn off or customize new email alerts in outlookMicrosoft’s Outlook Web app is a well designed and powerful email app that could be all light email users need. The firm has recently given it an overhaul in the past year, adding a dark theme, a fluent inspired design overhaul, and more customizability. Like all modern email apps, notifications are one important facet of this app (what’s the point of an email if no one tells you about it). While you do lose some notification functionality offered by Outlook’s native apps if you rely on the web apps, there are ways to make Outlook’s notifications work for you, as limited as they are.

How to customise your notification settings in Outlook’s Web App.

  1. Open the Outlook Web App.
  2. Open the Settings pane
  3. Navigate to “Notifications”
  4. How to turn off or customize new email alerts in outlook
    Now, Microsoft doesn’t let Outlook launch notifications when it isn’t actively running, so you’ll have to keep the tab open to make use of these options. There are generally two options, updating the tab header when you get a new email or reminder, and letting Outlook notify you audibly. Audible notifications are likely only useful for reminders, but if you have a very curated inbox and are waiting for that one very special email, it may help to turn on thoseaudible notifications.

Tip: If you use Google Chrome, you can download an Outlook Notifier extension to let you know when you get a new email without needing to keep the web app open.

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Outlook does a great job of keeping you informed of new emails by using several different methods to alert you. Here are all the ways you can be alerted and how to turn them off or customize them.

Outlook uses the following four methods to alert you to new emails:

  1. Play a sound
  2. Change the mouse pointer
  3. Displaying an email icon in the taskbar
  4. Display a banner alert at the bottom right of the screen (top right for Mac users)

All of these can be completely disabled. Launch the Outlook application, then go to File> Options> Mail and scroll to the "Incoming message" section.

You can activate or deactivate any of the alerts by checking or unchecking the corresponding boxes. Click the "OK" button to close the Options panel when you are finished.

Disabling alerts here is an all-or-nothing solution, however. What if you want your alerts to be a little less annoying or inconvenient?

Using Focus Assist on Windows 10

Sometimes you don't want any notifications, only for a period of time while you are focusing on something else. This is where Focus Assist comes in handy.

Focus Assist is a built-in Windows tool that arrived in the April 2018 Update and hides alerts from all (or all) apps at the times and situations you choose. We've covered Focus Assist in detail, but here's what you need to do to make sure it does what you want Outlook to do.

While there are a number of ways you can open Focus Assist, we'll access it through the Settings panel. Press Windows + i on your keyboard to open the Settings panel, search for "Focus Assist," then select "Focus Assist Settings" from the drop-down menu.

Scroll down to the “Automatic Rules” section and activate the options you want to activate.

Each option allows "Priority only" or "Alarms only", which can be changed by clicking on the option and changing the "Debug level".

“Alarms” specifically refers to alarms generated by clock or alert applications. If you don't want to be disturbed at all, you can set the option to "Priority only" and remove all priority apps.

You can also customize "During these hours" by clicking on it and changing the time options.

This is useful if you want Focus Assist to be activated only at certain times of the day or only on weekdays and / or weekends.

Windows notifications and actions

In addition to Focus Assist, there are Outlook notification settings available in Windows. In the Settings menu (Windows keys + i), look for "Notifications" or, if you are already viewing Focus Assist, choose "Notifications and actions" from the left menu.

Scroll down the list of apps until you find "Outlook," then click it to open the app's notification settings.

You can change the display of banners (the same setting as "Show alert on desktop" in Outlook Options> Mail) or whether a sound is played (the same setting as "Play sound" in Outlook Options > Mail), but the other options are specific to the Notification & Actions panel.

The first two unique options are whether you want notifications to appear in the Action Center (by default, this is on) and whether you want to hide notifications from appearing on the lock screen (by default, this is disabled).

The second set of unique options is the number of Outlook notifications visible in Action Center (1, 3, 5, 10, or 20) and where in the priority list Outlook notifications are displayed in Action Center.

These settings won't change Outlook behavior, but they will change what Windows does with banner alerts and how it displays Outlook alerts in Action Center.

Change alert sound

Finally, don't forget that you can also change the new email notification sound to something more to your liking. A more calming noise than the default chime can make new messages a little less distracting.

Hayley Milliman
How to turn off or customize new email alerts in outlookHayley Milliman
Writer

Hayley Milliman is a former Teach for America teacher turned curriculum developer and writer. Over the past five years, she’s written hundreds of articles on everything from Microsoft Office to education to history. She’s co-author of the book Museum Hack’s Guide to History’s Fiercest Females. Read more.

How to turn off or customize new email alerts in outlook

Outlook can trigger several types of alerts when you get a new message. You might see a taskbar notification, notice a message icon in your system tray, hear a sound, or even see your pointer change briefly to an email message icon. Here’s how to disable them all.

If you’re working on a busy project, sharing your screen for a video conference, or simply don’t want to be alerted every time John from Accounting sends another all-team email message, you might want to turn off your desktop alerts—or at least be more selective about which types of alerts appear. Several of these alert types are enabled automatically in Microsoft Outlook, so you’ll have to turn them off manually.

How to Turn Off New Message Alerts

Turning off new message alerts in Microsoft Outlook is simple! With a few quick clicks, you’ll be ready to do your work in peace.

Start by switching to the “File” tab on the Ribbon.

How to turn off or customize new email alerts in outlook

On the File pane that opens, click the “Options” command.

How to turn off or customize new email alerts in outlook

In the Outlook Options window that opens, click the “Mail” setting in the left pane.

How to turn off or customize new email alerts in outlook

In the right pane, scroll down to the “Message Arrival” section.

How to turn off or customize new email alerts in outlook

This is where you’ll find the settings you’re looking for. You can configure the following options:

  • Play a sound: Disable this option if you don’t want to hear the chime every time you receive a new message.
  • Briefly change the mouse pointer: Disable this option to prevent your cursor from changing to an envelope when a new message arrives. It happens so quickly, it’s pretty useless anyway.
  • Show an envelope icon in the taskbar: Disable this option if you don’t want to see the icon appear on your system tray every time a new message arrives.
  • Display a Desktop Alert: Disable this option if you don’t want Outlook popping up a Windows notification when you get new messages. The extra option “Enable preview for Rights Protected messages” that’s available when this option is enabled is really only applicable if you’re using Outlook to connect to an Exchange server. Disabling it prevents Windows notifications from displaying message previews when message have been marked as sensitive.

And that’s pretty much it! Turn off the options you don’t want, and get back to working without distraction.

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How to turn off or customize new email alerts in outlook Hayley Milliman
Hayley Milliman is a former Teach for America teacher turned curriculum developer and writer. Over the past five years, she’s written hundreds of articles on everything from Microsoft Office to education to history. She’s co-author of the book .
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