Rules for managing emails effectively in Outlook

E-mail communication is an essential part of today's business world. However, we often fail to keep a clear head amidst the email chaos. The rules in Outlook help you to manage your E-mails, so that you don't lose track. In this guide, you will learn how to create rules to automatically sort emails and save time.

Key takeaways

• By using rules in Outlook, you can manage your emails more efficiently.
• Emails can be automatically moved to specific folders, relieving the inbox.
• Modifying and deleting rules is simple and quick.

Step-by-step guide

Step 1: Create a rule for specific senders

First, we want to create a rule for emails from a specific sender, for example, René Fürst. Highlight the email from René and click on the "Rules" option. Select "Always move messages from René Fürst." This creates a new rule that automatically moves René's emails to a special folder.

If necessary, create a new folder to place the emails in. Name the folder, for example, "René" and ensure that the folder is configured for emails.

Step 2: Test the rule

To ensure that the rule works, send yourself a test email. Click on "Send" and "Receive" to initiate access to new emails. Observe how the email is moved to the corresponding folder.

Step 3: Manage and adjust rules

If you want to adjust or delete the rule later, go back to "Rules" and select "Manage Rules and Alerts." Here, you can deactivate, edit, or delete the rule. Each of these options ensures that you maintain control over your email organization.

Step 4: Create a rule based on the subject

Another useful rule is to automatically move emails with a specific subject, for example, "Test," to a special folder. Locate the email with the subject "Test," right-click on it, and select "Create Rule."

Select the condition "Subject contains Test" and define the target folder where these emails should be moved.

Step 5: Adjust and review the rule

If the rule does not work as intended, you can edit it at any time. Look at the list of rules and change the associated folders or conditions.

It is also possible to ensure that emails are immediately deleted or moved to the spam folder if they are not needed.

Summary – Better email management in Outlook: 14 rules for efficient communication

Using rules in Outlook helps you manage emails efficiently and reduce stress. You can move emails to specific folders, automate rule-based actions, and thus keep your inbox organized. With a few simple steps, you can regain control over your digital communication.