Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

In scenarios with a high volume of emails, it is important to know how to efficiently sort and prioritize them. Rather than manually doing this, a helpful approach is to use dedicated folders for different email types. This way, incoming messages will be automatically organized into their respective folders. Outlook offers a feature called “rules” that allows you to create automation for this purpose. It functions similarly to filters and labels in Gmail. For instance, if I want all emails from “Sandeep Agarwal” to be directed to a folder called “Self,” I would define a rule to accomplish this.

Steps to Create an Email Rule

The same process applies to all email rules. This is an example showing the process. Choose/define parameters according to your needs. Step 1: Go to the Tools tab and select Rules and Alerts. Step 2: Go to the Email Rules tab and click New Rule (or Change Rule if modifying an existing one).

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Step 3: Stay Organized – Highlight your basic requirement (I selected “Move messages from someone to a folder”).

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Note: At the bottom of the same dialog, you will find a section labeled “Step 2.” Click on each link following “Apply this rule after the message arrives” and edit your requirements. In my case, it was:

Step 3(a): Select the people to apply this rule to (i.e., emails from the selected people). The list will only show people you have added to your contacts. Make sure you have added the desired contact before you begin.

See also  How to Create a Photo Collage Using Google Picasa 3

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Step 3(b): Select the folder to move/mail or create a new one.

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Step 4: Next, refine your rule by adding more constraints or parameters. For example, messages with a specific Subject. Check the preferred option and click on its link to refine the rule or add descriptions.

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Step 5: Include any exceptions to the rule if not already configured in the previous steps.

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Step 6: You are now done and may choose to Finish. However, I suggest you check Run this rule now, along with Turn on this rule. This ensures that new and existing messages satisfying the rule are moved to the respective folder.

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

A Quicker Alternative

If you want to shorten the process, go to your inbox and follow these steps:

Step 1: Right-click on a message and select Create Rule.

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Step 2: Check the boxes for the parameters you want to apply, select your folder, and click Ok.

Create Folder Rules in MS Outlook for Incoming Mails – Twothirds.Us

Conclusion

This simple method organizes your Outlook emails, allowing you to easily prioritize important messages. Start now and experience the benefits!

Leave a Comment