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How to use rules to manage your outlook. com email

In this course:

  • Use rules to manage your email
    Video
  • Use templates to create rules
    Video
  • Create rules from scratch
    Video
  • Create rules from scratch, part 2
    Video
  • Manage rules
    Video

How to use rules to manage your outlook. com email

Stay organized in Outlook 2013 by creating rules that automatically act on an arriving or sent message that meets the conditions you specify.

How rules help you manage email messages

Rules help reduce manually filing or taking the same action when a similar message arrives. Unlike Quick Steps, rules typically are always on and run automatically. For example, when a message is received from a specified person, it is automatically moved to the folder that you designate.

The Rules Wizard helps you design rules to manage messages. Rules fall into one of two categories — organization and notification.

The Rules Wizard includes templates for the most frequently used rules, which include the following:

Stay Organized These rules help you file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Anne Weiler, with the word “sales” in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder named Anne’s Sales.

Stay Up to Date These rules notify you in some way when you receive a particular message. For example, you can create a rule that automatically sends a message to a mobile device when you receive a message from a family member.

Start from a blank rule These are rules that you create without the aid of a rule template and that you can completely customize.

Want more?

This email was sent to my company’s Film Club distribution list.

We’ll create a rule that evaluates if an email was sent to the Film Club distribution list, and if it is, move it from the Inbox to a different folder.

I right-click it, point to Rules.

You can move messages from a sender or to whom the email was sent. I click Always Move Messages To: Film Club.

If you already have a folder you want to use, click it, and click OK. I want to create a new folder.

I click New, type the name of the folder (Film Club in this example), click OK, and click OK again.

The rule is created and this email as well as future emails sent to the Film Club distribution list, will automatically be moved to the Film Club folder.

Use inbox rules to automatically perform specific actions on email that arrives in your inbox.

For information about how to use Archive, Sweep, or other tools, see Organize your inbox with Archive, Sweep, and other tools in Outlook.com.

Rules are applied to incoming messages and can be created from any folder.

To quickly create a rule that moves all email from a specific sender or a set of senders to a folder, right-click a message in your message list that you want to create a rule for, and select Create rule.

Choose the folder where you want all messages from that sender or set of senders to be moved, and then select OK.

If you’d like to do more than just move the message from a specific sender or set of senders to a folder, select More options.

To create a completely new rule, at the top of the page, select Settings > View all Outlook settings > Mail > Rules.

Click Add new rule.

Every rule needs at least three things: A name, a condition, and an action. Rules can also contain exceptions to conditions. You can add multiple conditions, actions, and exceptions at each step by choosing Add a condition, Add an action, and Add an exception.

If you don’t want any more rules to run after this one does, select the Stop processing more rules check box. For more information, see Stop processing more rules in Outlook.com.

Press Save to create your rule or Discard to cancel rule creation.

At the top of the page, select Settings > View all Outlook settings.

In the rule you want to edit, select Edit.

Select Save to save your edited rule.

Note: Some rules created in other versions of Outlook can’t be processed by Outlook.com. You won’t be able to run or edit the rule in Outlook.com.

At the top of the page, select Settings > View all Outlook settings.

In the rule you want to delete, select Delete.

Tip: If you just want to turn the rule off for a while, select the toggle next to the rule.

Inbox rules are applied to incoming messages based on the order they’re in within the Inbox rules list. You can arrange the order in which the rules you create are applied to messages coming into your inbox.

At the top of the page, select Settings > View all Outlook settings.

Select a rule, and then use the Up arrow or Down arrow to change the order in which the rule is applied to incoming messages.

Currently, you can’t run inbox rules on existing messages in the Outlook.com beta. A new rule is applied only to messages you receive after the rule was created.

However, you can use Archive, Move to, and Sweep to automatically move or delete messages in your inbox. To learn more, see Organize your inbox with Archive, Sweep, and other tools in Outlook.com.

What else do I need to know?

You might have created a rule to forward or redirect messages you receive to another email address. If so, it’s important to know the difference between forwarding and redirecting.

A forwarded message appears as a message you received and then forwarded to another recipient. When the recipient replies, the reply will go to the address the message was forwarded from.

A redirected message keeps the original sender on the From line. When a recipient that a message was redirected to replies, the reply will go to the original sender.

Still need help?

Note: You will need to sign in first to get support. If you can’t sign in, go to Account support.

In this course:

  • Set categories, flags, reminders, or colors
    Video
  • Organize email by using folders
    Video
  • Set up rules
    Video

How to use rules to manage your outlook. com email

Try it!

Rules allow you to move, flag, and respond to email messages automatically.

Create a rule on a message

Right-click an existing message and select Rules > Create Rule.

Select a condition, and what to do with the message based on the condition.

For example, to move messages with a certain title to a specific folder, select the Subject contains condition, select Move the item to folder, select or create a New folder, and then select OK.

When you’re done creating the rule, select OK.

To use the rule right away, select the Run this new rule now on messages already in the current folder checkbox, and then select OK.

The message now appears in that folder.

Create a rule from a template

Select File > Manage Rules & Alerts > New Rule.

Select a template.

For example, to flag a message:

Select Flag messages from someone for follow-up.

Edit the rule description.

Select an underlined value, choose the options you want, and then select OK.

Select the conditions, add the relevant information, and then select OK.

Finish the rule setup.

Name the rule, setup rule options, and review the rule description. Click an underlined value to edit.

Certain rules will only run when Outlook is on. If you get this warning, select OK.

Martin Hendrikx has been writing about technology for years. His freelance career includes everything from blog posts and news articles to eBooks and academic papers. Read more.

How to use rules to manage your outlook. com email

If you are an Outlook.com user, you may be interested to know that setting up rules to manage your incoming and outgoing emails can make your life a whole lot simpler.

What are rules?

In their simplest form, Outlook rules are actions that your email account will automatically perform based on the guidelines that you have specified. There are two main categories of rules that you can create. These are organizational rules and notification based rules. These rules will are not retroactive, which means that they will only apply to unread messages.

  1. Organize your Emails – These rules focus on filing and organizing messages based on senders, subject keywords, and folders in your Outlook account. These are helpful for putting emails into relevant folders or categories.
  2. Keep current – These rules will send you notifications based on your incoming messages. These are useful if you want to get notifications of new emails to your mobile devices.

Creating New Rules in Outlook.com

Once you are logged into your Outlook.com email account, click on the “Settings” button, then on the “Manage Rules” option to create a new rule.

How to use rules to manage your outlook. com email

Now, click on the “New” button to create your first rule. As you can see, there are two main sections. On the left, you will assign a condition or multiple conditions to identify the emails to which your new rule will apply. The right side is where you will define what action Outlook will take with your emails.

For this example, we will choose two of the nine conditions that the email must meet, as well as two of the eight actions.

How to use rules to manage your outlook. com emailHow to use rules to manage your outlook. com email

CONDITIONS ACTIONS

We will first click on the conditions link to add a second condition. Let us say that any emails from “[email protected]” that have the word “apple” in the subject line should be sent to a folder called “Apple Emails” and must be categorized as “IMPORTANT. ”

Do this by editing your rule till the two sections look like the images below.

How to use rules to manage your outlook. com email

How to use rules to manage your outlook. com email

Lastly, click on “Create Rule” and let it take effect. From now on, any emails from [email protected] that have the word apple in them will be classified as important and moved to your “Apple Emails” folder.

If you want to edit any of your previously created rules, all you need to do is click on the rule and edit it in the window that pops up. To delete a rule, simply click on the small recycle bin next to the rule.

Create Rules from Email Messages

The “Manage Rules” page is not the only way to create rules for your emails. Alternatively, if you want to create a rule based on an email you received, simply find it in your Inbox and right-click on it. Next, select the “Create Rule” option.

How to use rules to manage your outlook. com email

Alternatively, you can click on the email to open it and create a rule by selecting the option from the “Extended Menu.”

How to use rules to manage your outlook. com email

Once you have done this, you will see a popup window as shown below, in which you can customize the rule as needed.

Organizing your Rules

It is important to remember that Outlook.com will automatically select the rules you define and implement them based on the order in which they appear on your list of rules. This is why it is important to organize your rules by their order of importance. Simply click on the up and down arrows next to the rules to put them in order as needed.

How to use rules to manage your outlook. com email

Rule Limits

Now that you know how to create and organize your rules, you need to know that there are also some limitations to the rules in the Outlook.com Web App. There is a limit on how many rules you can create. For some reason, you are only allotted 64 KB for your Outlook.com rules. There is no definitive answer on how many rules you can create since the size of the rules will vary based on the length of the rule and how many conditions and actions you have defined. Once you have reached your limit, Outlook.com will let you know that you cannot create any more rules. This is when you will need to consolidate rules or delete old rules that are no longer needed.

In addition to the limit on the amount of rules you are allowed to create, if you also use the Microsoft Outlook desktop application with rules, you may get a warning that your rules conflict with those on the desktop app. You will need to double check to make sure you can disable the conflicting rules or delete them if necessary.

Only certain types of accounts support the Automatic Replies (Out-of-Office) feature. If you don’t see the Automatic Replies button, your email account doesn’t support this feature. However, if you leave Outlook running while you’re away, you can use rules to reply to your email messages automatically. Rules also allow you to forward emails to another account, mark messages as read, or move them to a folder automatically. For more information on working with rules, see Manage email messages by using rules.

Use rules to reply to incoming emails when you’re away

When you click File in Outlook, you should see a screen that looks something like this:

How to use rules to manage your outlook. com email

If you see a button that says Automatic Replies, see Send automatic out of office replies from Outlook. Otherwise, use the following steps to create a template to reply to messages and set up Outlook to reply to every message you receive.

Create an out-of-office template

In Outlook, create a new email message.

Enter a subject and message body for your out-of-office template.

How to use rules to manage your outlook. com email

Select File > Save As.

Give your template a name and in the Save as type drop-down, select Outlook Template (*.oft).

You can change the location for your template, but you can also pick the default location, which is usually c:\users\ username \appdata\roaming\microsoft\templates. Click Save.

You can create a new template every time you’re out of the office or reuse an existing template. Now you’re ready to use that template to create your Out of Office rule.

Create an out-of-office rule

Select the File > Manage Rules & Alerts.

In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

How to use rules to manage your outlook. com email

Under Start from a blank rule, click Apply rule on messages I receive and click Next.

To reply to every email message you receive, leave the Step 1 and Step 2 boxes unchanged and click Next again. Select Yes when Outlook asks you if you want to apply this rule to all messages.

Under What do you want to do with the message, in Step 1: Select action(s), select reply using a specific template.

Under Step 2: Edit the rule description, click the underlined text for a specific template.

In the Look In box at the top of the Select a Reply Template box, select User Templates in File System.

Select the template you created above, and then select Open and Next.

You can add any necessary exceptions, then select Next.

Give your rule a name, for example, Out of Office.

By default, Turn on this rule is checked. If you’re ready to turn on your out of office reply now, select Finish. Otherwise, uncheck this box. You can turn the rule on at a later date.

Note: In order to have the rule send automatic replies to your email messages while you’re gone, you must leave Outlook running.

If you created your out of office template and rule a few days before you needed it, turn the rule on using the following steps.

Select the File > Manage Rules & Alerts.

In the Rules and Alerts dialog box, on the E-mail Rules tab, find the rule you created and check the box to the left of the rule. Then select OK.

Create an out-of-office template

In Outlook, create a new email message.

Enter a subject and message body for your out-of-office template.

How to use rules to manage your outlook. com email

Select File > Save As.

Give your template a name and in the Save as type drop-down, select Outlook Template (*.oft).

You can change the location for your template, but you can also pick the default location, which is usually c:\users\ username \appdata\roaming\microsoft\templates. Click Save.

You can create a new template every time you’re out of the office or reuse an existing template. Now you’re ready to use that template to create your Out of Office rule.

Create an out-of-office rule

Select the Tools > Rules & Alerts.

In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

How to use rules to manage your outlook. com email

Under Start from a blank rule, click Apply rule on messages I receive and click Next.

To reply to every email message you receive, leave the Step 1 and Step 2 boxes unchanged and click Next again. Select Yes when Outlook asks you if you want to apply this rule to all messages.

Under What do you want to do with the message, in Step 1: Select action(s), select reply using a specific template.

Under Step 2: Edit the rule description, click the underlined text for a specific template.

In the Look In box at the top of the Select a Reply Template box, select User Templates in File System.

Select the template you created above, and then select Open and Next.

You can add any necessary exceptions, then select Next.

Give your rule a name, for example, Out of Office.

By default, Turn on this rule is checked. If you’re ready to turn on your out of office reply now, select Finish. Otherwise, uncheck this box. You can turn the rule on at a later date.

Note: In order to have the rule send automatic replies to your email messages while you’re gone, you must leave Outlook running.

If you created your out of office template and rule a few days before you needed it, turn the rule on using the following steps.

Select the Tools > Rules & Alerts.

In the Rules and Alerts dialog box, on the E-mail Rules tab, find the rule you created and check the box to the left of the rule. Then select OK.

Technical Level : Basic

As most of you have probably noticed, Outlook.com has had a little makeover. Meaning some of you that have previously created rules, don’t know where the engineers have moved the option to, so you can create more or edit the ones you have already set.

This is why I have written this article. When reading this article, you will learn the following:

  1. What are rules, and how can they be used?
  2. How to create new rules in Outlook.com,
  3. How to edit current rules,
  4. How to delete rules you have previously set.

Details
What are rules, and how can they be used?

We use rules on Outlook.com to manage our emails. Rules can be used to place emails from set senders within folders, or with set subject lines. They can also be used to stop spam, as you can set a rule to block specific emails with particular subject lines, such as “You have Won the Lottery. ”.

In short context, rules are there for you to use to keep your email inbox just the way you want it.

How to locate rules in Outlook.com?

To create a rule in Outlook.com, you will first need to head over to Outlook.com, and sign into your Microsoft Account.

Once you have signed into your account, you will be presented with your inbox. You will notice a gear icon on the top ribbon, just left of your profile picture. For help finding it, please look at the attached screenshot below.

Once you have found the gear icon, please click onto it, and it will display a drop-down menu for you. Once the menu is visible, please click onto “Options” at the very bottom.

Once you have reached this page, you will notice a navigational menu on the left hand side of the screen. You will need to Click onto “Mail” and then “Inbox and sweep rules”. For help finding this option, please refer to my attached screenshot below.

Once you have reached this page, you will be able to see all the current rules you have already set on your Microsoft Account. If you haven’t, then the box should display blank.

How to create rules in Outlook.com?

When on the page, you can create rules by clicking onto the plus icon at the top of the box. For help finding the icon, please see the attached screenshot.

Once you have clicked onto this icon, a pop up window should pop up. (Note, you will need to enable pop ups on your browser before this displays. If you haven’t, then a bar should appear telling you to enable pop ups, once you click enable for this site, please try clicking the symbol again for the window to appear.)

Once you have finished creating the rule, you just need to hit “OK” for it to save the rule. The rule then should appear in the box; with the other rules you have set previously.

How to edit current rules?

To edit current rules, you first need to find the rule you wish to edit. Once you find the rule you wish to edit, you need to click onto it to select the rule. Once you have selected the rule, you can then click onto the pencil icon at the top.

This will produce a pop up window for that rule, where you can edit the rule to how you want it.

How to delete rules you have previously set?

To remove a rule, you will first need to find the rule you want to delete. Once you find the rule you wish to remove, you will need to click onto the rule to remove it. You can then click onto the bin icon to delete the rule you no longer need.

You can also turn off the rule, by unchecking it. Once the rule has been unchecked, it will not be active. The box to uncheck the rule is found at the left hand side next to the rule. For help, you can look at the screenshot below.

I hope this article has helped you. If you still have problems with rules, please create a new thread on the Microsoft Community.

If you have any suggestions to make to this article, please use the “Suggest edit” feature at the bottom of this article.

Between sifting through spam, crafting the right responses, and keeping tabs on the messages that require follow-up, staying on top of your inbox can feel like a job in itself. That’s why we picked the brains of professionals who have figured out the secret to efficient, organized inboxes—despite getting hundreds of emails a day. Because having a system in place can help you conquer even the most unruly inbox.

1. Only Keep Emails Requiring Immediate Action in Your Inbox

Inbox zero might be too lofty an aim, but by being ruthless about which messages get to take up real estate in your inbox, you can get pretty darn close.

“Most days, my email inbox has fewer than 25 messages in it. This is intentional. I want to be able to open my inbox and immediately see what is most urgent and requiring a response,” says Leigh Ann Newman, a senior program manager at an international government consulting firm. “This habit pushes me to take action on items in an extremely timely manner.”

It’s not uncommon for Newman to receive, in the span of a few hours, well over 100 emails, many of which are urgent and involve high-level managers. In 2008, she had the opportunity to start from scratch when her company changed to a new email system during an acquisition. “It was like spring cleaning for my inbox. And, since then, I simply cannot function with an inbox that is flooded with unanswered emails,” she says.

2. Create a “Waiting Folder” for Action-Pending Emails

So where do emails go if not your inbox? Create a “waiting folder” for emails that require action from someone else before you can respond. “This is a huge time-saver,” says Darcy Miller, a workplace expert and founder of Pin and Pivot, who for many years was barraged with more than 150 emails a day. “That way those emails aren’t junking up your inbox, and it’s a great place to look each day or week to remind you of what projects are still pending.”

She learned this trick the hard way when, during the first year of her first job, she couldn’t find an email attachment she needed. “I spent half of a day looking for that email, among the thousands of emails that were in my inbox at the time,” she says. “I vowed from that moment on, I would take control of my inbox!”

3. Make Subfolders or Labels Your New BFF

Across the board, inbox mavens recommend creating an easy-to-decode subfolder or label system. Nate Masterson, CEO of Maple Holistics, estimates he gets upwards of 250 emails some days, so organization is paramount. “Email labels are your friend,” he advises. “Use them to group together important email chains, so when you need to look at something for reference, you can do so easily.”

Newman says her labels include topics that others may have questions on, support for decisions she’s made, and reference materials for future business needs. “I have dozens of subfolders and hundreds of emails archived within them for reference,” she says. “I am able to find what I need within seconds of a request because I know where it is stored and how to locate it quickly.”

4. Set Inbox Rules or Filters

Many email providers allow you to set up inbox rules or filters that will take action for you and can help you quickly categorize emails without depleting any brainpower.

To stay on top of the torrent of 150 emails that find their way to her each day, Rachel Neill, CEO, Carex Consulting Group, takes advantage of Outlook’s rules functions. “I have rules set up that put emails into different folders, color code, and prioritize based on sender,” she says. Then, at the end of the day, she’ll quickly scan for anything she may have missed. “The rules help make sure I’m following up consistently and blocking noise. This helps me keep the clutter to a minimum.”

5. Use Your Calendar to Track Emails That Require Follow-up

Because some emails might require more than a simple reply, Newman recommends adding them to the calendar. “If I receive an email that requires not only an immediate response but also some sort of follow-up action, I move the email to a designated subfolder and put a reminder on my calendar that includes the folder location and the date when follow up is required,” she says.

She uses Microsoft Outlook, which allows access to Outlook’s Calendar, but you can also do this in Gmail. Just click on the “More” button in the toolbar and select “Create event.”

6. Don’t Let Junk Mail Languish in Your Inbox

Feel like you’re playing whack-a-mole with promotional emails? Be swift with the unsubscribe button. Davis Siksnans, CEO and Founder of Printful, uses a three-strike rule for promotional emails and newsletters. The third time he deletes a newsletter or promo email from a specific sender, he unsubscribes from the list.

7. Create Templates for Your Go-To Responses

Tailoring a different reply for every email can be a huge time-suck. If you find yourself sending the same type of email over and over again, you may benefit from keeping some stock responses in your drafts that you can easily reuse.

Betsy Fein, president of professional organizing company Clutterbusters, has frequently asked questions that can be addressed with locked-and-loaded responses. “I have pre-written emails that I can tweak that I send out to emails that ask the same thing, like ‘tell me about your services,’ or ‘how do I set up an appointment?’”

If you don’t want to do this by hand, try the MixMax Gmail plugin, or go into your settings and enable canned responses. (Click on the gear on the top right-hand side of your inbox, pick “Settings” from the dropdown, choose the “Advanced” tab, and hit “Enable” next to “Canned Responses.”) This will allow you to save templated replies.

8. Set Aside Time Blocks for Checking Email—and Stick to Them

You probably wouldn’t leave your schedule open for meetings of unspecified times and lengths around the clock, so why give email free rein to intrude on your day?

“I don’t leave my email open all day long; I set specific times during the day to go through each email and thoughtfully respond, archive, or save for later. This way I don’t multitask and I can get through all my emails more quickly because I am actually focused on the task at hand,” says David Mitroff, a business consultant. “I recommend that people start out with three different half-hour blocks a day to read through and respond to their emails and keep their inbox closed the rest of the day and adjust as necessary from there.”

In addition to using time-blocking to stay on top of daily emails, Justin Lavelle, Chief Communications Officer of BeenVerified, recommends setting aside time once a week for inbox maintenance. “Choose a time each week to maintain your inbox. Protect the time as you would any other important meeting and get organized,” he suggests. “Sweep away the irrelevant, archive the complete, and prioritize the to-do list.”

9. Turn Off Email Notifications

Even if you’ve resigned yourself to only checking emails in pre-designated blocks, the siren song of your inbox notification might be too great a temptation to resist. If that’s the case, the solution is simple: Turn off your notifications. “If you work in time blocks, you will never go more than a couple of hours without seeing your emails,” Miller says. “Turn off the notifications, as they will distract you from doing what you are currently working on at your desk.”

You can hold yourself accountable by using Boomerang’s Inbox Pause function. Siksnans only permits email to come in twice a day at specific times when he’s able to devote his attention to them.

I’m using the Rules and Alerts function extensively and I must have over a 100 rules by now to sort my incoming and outgoing emails.

For that amount of rules, the Rules Manager/Editor really is too small and cumbersome to use. For instance, there is no easy way to search or filter them and sorting/positioning them takes forever with pressing the Move Up/Move Down buttons repeatedly.

Am I pushing the limits of Outlook here? How many rules would you recommend and which alternatives do I have?

Rules are a great way to sort your incoming emails but you can indeed quickly go overboard with this feature as well.

The result is that your list of rules will be hard to manage, it is easy to end up with duplicate rules and messages could get duplicated or end up in the wrong folder because of conflicting or incorrectly sorted rules.

Personally, I always recommend people to revise their rules and sorting method when they reach somewhere between 15 and 20 rules.

Multiple techniques to reduce rules

Combining rules and using aliases to reduce the amount of rules needed is a first option, but Outlook has many other features to help you sort or quickly find back your emails. These options often allow you to use the same conditions as that you can set with rules.

  • Search Folders
  • Custom Views
  • Instant Search

The above features allow for a more dynamic sorting mechanism and can also greatly reduce the amount of folders and depth of subfolders that you need, while still being able to quickly get what you need.

Combine rules when possible

If you multiple have rules with the same action, you can combine these into a single rule.

For instance, if you have a rule for each one of your project members that moves the messages coming from them to a Project folder, you can create a single rule with all these contacts defined in the “From” condition.

A similar example is when you have multiple rules to move newsletters to a separate folder; Create a single rule which contains all the from addresses of the newsletter senders and set the action to move it to your Newsletters folder.

The same is true when you have a rule that filters out messages with specific keywords to your Deleted Items or Junk E-mail folder; The “with specific words” rules can take multiple values and work on an “OR” basis.

You can sort all your social media notifications with a single rule.

Use aliases to sort similar emails such as newsletters

Another way to reduce your amount of rules, and also reduce the amount of maintenance that you need to do on them, is to create aliases for your mailbox.

This is particularly handy for newsletters and other returning notifications emails. Instead of signing up for newsletters with your main address, you can create an alias such as “[email protected]”.

By doing so, you’ll only have to create a single rule to sort out all your newsletters and when you sign up for any new newsletters, they will be sorted as well without the need to update your rules.

For more info on using aliases, also see; About mailboxes, addresses and aliases

Use Custom Views

By creating Custom Views, you can quickly apply a filter to a specific folder, or change the sorting order to group similar items together. It basically acts like a saved Search Query.

  • Outlook 2003
    View-> Arrange By-> Current View-> Define Views…
  • Outlook 2007
    View-> Current View-> Define Views…
  • Outlook 2010, Outlook 2013 and Outlook 2016
    tab View-> button Change View-> button Manage Views…

Use Search Folders

Search Folders work much in the same way as Custom Views, but their scope can be set to include your entire mailbox or a select amount of folders.

  • Outlook 2003
    File-> New-> Search Folder…
  • Outlook 2007
    File-> New Search Folder…
  • Outlook 2010, Outlook 2013 and Outlook 2016
    tab Folder-> button New Search Folder

Using Instant Search

If what you need to find back changes quite often, then there is still Instant Search.

As it is an indexed search, the results come up very quickly and you often only need to use a few words to get the results your need.

While doing a search might sound cumbersome, it can often easily beat the amount of time it takes to browse to a specific subfolder, let alone the time it saves you from not needing to sort everything to it in the first place.

In Outlook 2007, you can set the search scope to a single folder or to the entire mailbox. In Outlook 2010, Outlook 2013 and Outlook 2016, you can also set the scope to include the subfolders of the currently selected folder.

For more about using Instant Search and how to create some advanced queries see the guide: Instant Search query commands reference

How to use rules to manage your outlook. com email
In some cases, save yourself the trouble of sorting all your messages into separate or nested folders via many rules and simply rely on search to quickly find what you need.

Manage your rules via Power Rules Manager Add-in

If changing the way that you sort your email isn’t an option to you, then using the Power Rules Manager add-in from Sperry Software might be an alternative to using Outlook’s Rules Manager.

The Power Rules Manager add-in allows you to;

  • Easily sort your rules in alphabetical order, by what order they run, by the folders involved in the rule, and many more
  • Print your rules
  • Save your rules to a plain text file (TXT), a comma delimited file (CSV), or Microsoft Excel (XLS) formats
  • Find/Find Next makes it simple to look up keywords in your rules
  • Edit rule names, enabled status and the order rules run right in the grid
  • Validate your rules against 4 built-in checks
  • Easily execute your rules against folders you select

View: Power Rules Manager by Sperry Software (discount code: BH93RF24 )

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At creation of the Outlook.com Alias of my Hotmail.com address, I selected Outlook.com mail to be delivered to my Inbox.

I would now like the Outlook.com Alias email to be delivered to a New Folder in my Hotmail.com.

What menu selections should I make in the Outlook.com (? or Hotmail.com) Options to effect this change?

Thanks in advance for the assistance!

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It is a pleasure to help you with your issue in redirecting incoming emails into a specific folder. Please tell us the step-by-step procedures on how you created the email rule for your alias.

Here’s how to create a folder in your email account:

1. Go to www.outlook.com and sign in with your Microsoft account

2. Go to your Inbox

3. Click the New Folder link located at the left portion of your screen

4. Type the name of the folder

Here’s how to create a folder in your email account:

1. Go to www.outlook.com and sign in with your Microsoft account

2. Go to your Inbox

3. Right click the folder you want to create a sub folder

4. Select New subfolder

5. Type the name of the folder

Here’s how to redirect your incoming emails to a subfolder:

1. Go to www.outlook.com and sign in with your Microsoft account

2. Go to your Inbox

3. Click Gear icon and select More mail settings

4. Under Customizing Outlook category, click Rules for sorting new messages

5. Look for the alias you want to work with and click Edit

6. Under Step 1: Which messages do you want this rule to apply to?, select To or Cc line, contains word, enter the alias

7. Under Step 2: What action do you want to apply?, select Move to, and then click v to display the drop down list. Click the sub folder you’ve created

8. Click Save to confirm changes

Let us know if you need more help with this issue.

With the Outlook rules, users can manage and organize their emails. By creating rules, you can move email messages to a specific folder. You can use or set up rules in Outlook for better performance. In this guide, you’ll learn how to set up rules in Outlook with easy and simple steps.

How to use rules to manage your outlook. com email

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  • How to Unsend an Email?
  • How to Recall an Email in Gmail?
  • How to Block an Email?

Creating Rule On A Message:

Rule Templates:

Stay organized: You can move messages with specific words in the subject line to a folder.

Stay up-to-date: It displays messages from the sender in the New Item Alert Window and sends an alert to a mobile device whenever you get a message from any sender.

Start from a blank rule: This rule template applies rules from scratch.

Continue reading the given below steps to know more on how to create rules in outlook.

How To Set Up Rules In Outlook Using The Rules Wizard:.

  • Step 1:On your Outlook account, select File.
  • Step 2:Select Manage Rules and Alerts in the left corner. The Rules and Alerts window appears on the screen.
  • Step 3:Select New Rule at the top left corner. Now, the Rules Wizard pop-up window appears.
  • Step 4:You can choose the rule template according to your wish.
  • Step 5:After completing, start editing the rule description.
  • Step 6:Click the blue highlighted link under the rule description section.
  • Step 7:Once done, select the available conditions that you want to check.
  • Step 8:For example, under Step1: Select condition(s), select the checkbox next to specific words in the body. You can also select multiple checkboxes.
  • Step 9:Under Step2: Edit the rule description (click an underlined value), click the specific word link and start typing the specific word in the search text.
  • Step 10:Click Add and then click OK at the bottom.
  • Step 11:Finally, click OK in the Rules and Alerts window.

Follow these steps to know how to set up rules in Outlook. To get more assistance on email related queries, Call us by clicking the call button.