Online Support Computing Ltd

Tips & Tricks: How to use Outlook Rules

Tips & Tricks: How to use Outlook Rules

If you’ve never used Outlook rules before, you’ll find that they can be very useful, especially if you’re dealing with a lot of emails.  A rule is essentially instructions you give to Outlook so that it can perform actions automatically on incoming or outgoing messages.

Why use Outlook Rules?

If not to help you be more organised, at least to save time.  Any manual filing (and most actions you take) when similar messages arrive can be replicated into an automatic rule which saves your repeating the task. They can also be switched on and off easily.

Within outlook, there’s a ‘Rules Wizard’, which shows you frequently used rules. Stay Organised rules help you to file items without the hassle of doing it manually. This includes moving specified emails to specified folders and flagging messages for follow-up.

You can also use rules to notify you in a certain way depending on the email coming in, or you can create your own rule from scratch.

How to create Outlook Rules

Here’s a step-by-step guide for creating rules in Outlook to boost your efficiency and keep yourself organised.

  1. Go to File > Manage Rules & Alerts.
  2. In E-mail Rules > New Rule, choose a template or start from a blank rule.
  3. Click Next and run through the Wizard – you set the conditions and exceptions to the rule here.
  4. Specify a name for the rule.
  5. Setup the rule.  You can run the rule on all previous messages in your inbox, or set it up to be applied to all new messages.
  6. Click Finish.

How else can I be more efficient with Outlook?

We recently published a post with all the best features of Outlook you might not know about.  You can read about them here.

We’ve also got a list (video included) of our favourite Outlook shortcuts to help you work quicker and save time.

If your business needs a more reliable and robust IT network to improve efficiency, then sign up for our free IT health-check and audit here. For other queries, simplycontact us or call on 0208 232 1190.