How to Set Up Rules in Microsoft Outlook on Windows 11
Posted on 17th June 2023
Microsoft Outlook is a popular email client that is used by millions of people around the world. The software has many features that make it a great choice for both personal and business use. One of the most useful features is the ability to set up rules. Rules allow you to automatically manage your inbox by moving, deleting, or flagging emails that meet certain criteria. Setting up rules can save you a lot of time and help you keep your inbox organized. In this article, we will show you how to set up rules in Microsoft Outlook on Windows 11.
Creating a Rule
To create a rule, open Microsoft Outlook and click on the File tab. Then, click on Manage Rules & Alerts. On the Rules and Alerts window, click on the New Rule button. A new window will open with a list of rule templates. You can choose from one of these templates or you can select the Start from a blank rule option to create a custom rule. For this example, we will select the Start from a blank rule option.
On the Create Rule window, you will see a list of conditions that can be used to trigger the rule. For example, you can create a rule that is triggered when an email is received from a certain person or when an email is received with a certain word in the subject line. You can also create rules that are triggered based on the content of the email or the attachment. For this example, we will create a rule that is triggered when an email is received from a certain person. To do this, select the from people or public group option and click on the people or public group link.
On the Select People window, you can enter the email address of the person you want to create the rule for. You can also click on the Check Names button to verify the email address. Once you have entered the email address, click on the OK button.
Back on the Create Rule window, you will see that the from people or public group option is now selected. You can add additional conditions to the rule by clicking on the plus sign (+) button. For this example, we will leave the rule as is and click on the next button.
On the next window, you will see a list of actions that can be performed when the rule is triggered. For example, you can choose to move the email to a certain folder, delete the email, or flag the email. You can also choose to have Microsoft Outlook play a sound or display a message when the rule is triggered. For this example, we will choose to move the email to a certain folder. To do this, select the move the item to folder option and click on the browse button.
On the Select Folder window, you can choose the folder you want to move the email to. For this example, we will create a new folder. To do this, click on the New button. On the Create New Folder window, enter a name for the folder and click on the OK button.
Back on the Select Folder window, you will see that the new folder is now selected. Click on the OK button.
On the Create Rule window, you will see that the move the item to folder option is now selected. You can add additional actions to the rule by clicking on the plus sign (+) button. For this example, we will leave the rule as is and click on the next button.
On the next window, you will see an option to specify exceptions to the rule. Exceptions allow you to exclude certain emails from the rule. For example, you can choose to exclude emails with a certain word in the subject line. You can also choose to exclude emails from a certain person. For this example, we will leave the rule as is and click on the next button.
On the next window, you will see a summary of the rule you have created. You can click on the back button to make changes to the rule or you can click on the finish button to save the rule. For this example, we will click on the finish button.
You will see a message asking if you want to turn on the rule. Click on the Yes button.
The rule is now created and activated. You can view and manage your rules by clicking on the File tab and then clicking on Manage Rules & Alerts. On the Rules and Alerts window, you will see a list of all the rules you have created. You can turn a rule on or off by selecting the rule and then clicking on the Enable or Disable button. You can also delete a rule by selecting the rule and clicking on the Delete button. When you are finished, click on the OK button.
Conclusion
Rules are a great way to automatically manage your inbox in Microsoft Outlook. They can save you a lot of time and help you keep your inbox organized. In this article, we showed you how to set up rules in Microsoft Outlook on Windows 11. Try creating a few rules of your own and see how they can help you manage your inbox.
