How to Set Up Email Filters in Microsoft Outlook on Windows 11

Posted on 15th June 2023

Introduction

Microsoft Outlook is a popular email client that is included as part of the Microsoft Office suite. Outlook can be used on both Windows and Mac computers. In this article, we will focus on how to set up email filters in Microsoft Outlook on Windows 11.

Step 1: Open Microsoft Outlook

The first step is to open Microsoft Outlook. You can do this by clicking on the Start menu and then searching for Outlook. Alternatively, you can find Outlook in the All Apps list.

Step 2: Select the Home Tab

Once Outlook is open, you will need to select the Home tab. This can be done by clicking on the Home tab located at the top of the Outlook window.

Step 3: Click on the New Email Button

After selecting the Home tab, you will see the New Email button. This button looks like a blank sheet of paper. Click on this button to create a new email.

Step 4: Enter the Email Address

In the To field, you will need to enter the email address of the person you are sending the email to.

Step 5: Click on the More Options Button

Once you have entered the email address, you will need to click on the More Options button. This button is located in the top-right corner of the email window.

Step 6: Select the Filter Messages Like These Option

After clicking on the More Options button, a drop-down menu will appear. From this menu, you will need to select the Filter Messages Like These option.

Step 7: Click on the Create Filter Button

Once you have selected the Filter Messages Like These option, the Create Filter window will appear. In this window, you will need to select the criteria for your filter.

Step 8: Enter a Name for the Filter

After you have selected the criteria for your filter, you will need to enter a name for the filter in the Filter Name field.

Step 9: Click on the Ok Button

Once you have entered a name for the filter, you will need to click on the Ok button. This button is located at the bottom of the Create Filter window.

Step 10: Click on the Apply Button

After clicking on the Ok button, you will need to click on the Apply button. This button is located in the top-right corner of the Outlook window.

Conclusion

In this article, we have explained how to set up email filters in Microsoft Outlook on Windows 11. By following the steps in this article, you will be able to filter your emails so that you only receive the emails that you want to receive.

There are two types of email filters in Microsoft Outlook on Windows 11: server-based and client-based. Server-based filters are created and managed on the mail server, while client-based filters are created and managed in Outlook.

Server-based filters have the advantage of being able to filter all email before it arrives in your Inbox, which can save you time by eliminating the need to download and delete unwanted messages. The downside is that if you use a web-based email service, such as Gmail, you’ll need to log in to the website to create and manage server-based filters.

Client-based filters, on the other hand, are easier to set up and manage, but they can only filter email after it arrives in your Inbox. That means you’ll have to download unwanted messages before you can delete them.

To create a server-based filter in Gmail, log in to the website and click the gear icon in the top-right corner. Select “Settings” from the drop-down menu.

Click the “Filters and Blocked Addresses” tab.

Click the “Create a new filter” link.

Enter the criteria for the filter in the “Has the words” field. For example, you could enter “unwanted” to filter all messages with that word in the subject or body.

Click the “Create filter” button.

Check the “Delete it” box and click the “Create filter” button.

To create a client-based filter in Outlook, click the “Home” tab and click the “Rules” button.

Click the “Manage Rules & Alerts” link.

Click the “New Rule” button.

Select the “Apply rule on messages I receive” option and click the “Next” button.

Select the criteria for the filter and click the “Next” button. For example, you could select the “With specific words in the message header” option and enter “unwanted” in the “specific words” field.

Click the “Next” button.

Select the “Delete it” action and click the “Finish” button.

Microsoft Outlook on Windows 11 supports two types of email filters: server-based and client-based. Server-based filters are created and managed on the mail server, while client-based filters are created and managed in Outlook.

Server-based filters have the advantage of being able to filter all email before it arrives in your Inbox, which can save you time by eliminating the need to download and delete unwanted messages. The downside is that if you use a web-based email service, such as Gmail, you’ll need to log in to the website to create and manage server-based filters.

Client-based filters, on the other hand, are easier to set up and manage, but they can only filter email after it arrives in your Inbox. That means you’ll have to download unwanted messages before you can delete them.

If you want to get more granular with your email filtering, you can create additional rules. To do this, click the “New Rule” button at the top of the Rules and Alerts window.

This will open the Rules Wizard. From here, you can select from a variety of conditions and actions to take when those conditions are met.

For example, you could create a rule that moves all emails from a particular sender to a specific folder. Or, you could create a rule that marks all emails with a certain word in the subject line as unread.

Once you’ve created your rule, click the “OK” button to save it. Your new rule will now be applied to all future emails that arrive in your inbox.