2 Ways to Create Rules in Outlook to ease your work. Learn to create rules in MS Outlook

Friends, today we are going to tell you about the amazing feature Rules in Outlook which is used in MS Outlook.

Do you use Outlook for mails in your business? And you keep getting lots of new emails every day. Due to which sometimes we forget to read some important mail or if we have to search for a particular email, it takes a lot of time.

Create Rules in Outlook feature can save you from all these problems.

MS Outlook lets you set rules for emails. With this you can set rules for any person or any word in the subject line. So that you can easily search that email later. And you can read that mail in time and also reply to it.

If you know how to set up Outlook Rules, you can make sure similar emails are always grouped together. You can also use Outlook Rules to deal with frequently received email types like Newsletters and Offers. You can also set up a rule to automatically delete certain types of emails.

Now let's take a closer look at Rules in MS Outlook.

What Are Outlook Rules (and How to create rules in Outlook?) What are Outlook rules (and how are they used?)
You might be wondering: What is the rule?

A rule in Microsoft Outlook is a set of actions that Outlook automatically performs when certain conditions are met. You can define conditions for a rule using Outlook's Manage Rules & Alerts tool. If you frequently perform similar tasks on the same emails, a rule can be a big time saver.

A Rule Wizard is also available to make the process of creating rules in Outlook even easier (Rule Wizard for Rules in Outlook). The Rule Wizard usually uses pre-established rules. All you have to do is customize each rule to your liking in the Wizard.

1. How to Move a Message Into a Folder Using Rules in Outlook? , How to move a message to a folder using a rule?

By far the most common rule that people create is one that automatically sends certain messages to a folder. You can do this quickly and easily in Outlook.

Select the email you want to automatically move to a folder by clicking on it.
Click on Home > Rules.
Select Create Rule from the drop-down menu.
Note that the top of the dialog box will already be filled with the From, Subject, and To fields from your selected email.
Note that the top of the dialog box will already be filled with the From, Subject, and To fields from your selected email.

To select one or more of these conditions, simply check the check box to their left. You can also type a new subject and/or choose a new email recipient (if you have a lot of emails going into your inbox).

At the bottom, you can choose up to three actions to perform on emails that meet the specified conditions.

Display the email in a new item alert window on your desktop. (Display the email in a New Item Alert window on your desktop)

Play a sound when you receive an email that meets the criteria. (Play a sound when an email meeting the criteria is received)

Move the item to the folder you selected. (Move the item to a folder you select)
Select one or more actions from the list. Define those actions and then click the OK button to save your choices. Continue clicking OK. A prompt appears asking if you want to run the rule on emails already in your inbox. You have just created a rule.

2. How to Use the Rules Wizard? , How to use the Rules Wizard?

If you need more options for Rules in Outlook, use the Rule Wizard. let's get started:

Access the Rules Wizard | Access the Rules Wizard

Click on File Tab. The Account Information window displays.
To access Rules and Alerts, click on Manage Rules & Alerts.
Click the New Rule menu option in the upper left of the dialog box. Rules Wizard will come.

Choose a Template From the Outlook Rules Wizard | Select a template from the Outlook Rules Wizard.

At the top of the Rules Wizard, you'll see a list of pre-defined rule templates in two categories:

Stay Organized
Stay Up to Date
You will also see a Start from a blank rule. If you don't want to start with a pre-defined template, you can use this category to create a rule.

Review the existing rule template list and click on it to select the one that meets your needs. After this click on Next button.

Customize the Rule Conditions | Customize the terms and conditions.


  • After you select the rules template, the Rules Wizard displays a list of conditions that apply to the template, with a check box per each condition.
  • Check the box next to each condition you want to apply to the rule.
  • The conditions you selected appear in the box under Step 2 in the Rules Wizard.
  • Pay attention to the hyperlinks in each position.
  • Click on each hyperlink to customize the rule to your needs.
  • Here's an example of what appears when you click on the Importance hyperlink.

To customize the condition as per your requirements, click on the Hyperlink and provide information. After that you click Next button.

Customize the Rule Actions | Customize rule actions

After customizing the rule conditions, you are ready to customize the rule actions. The Rules Wizard displays various actions that you can apply to this rule.
This screen works like the previous Rules Wizard screen.
Select the actions you want to add to this rule by checking the check boxes next to each selected action.
Click the Hyperlink in the Step 2 section of the screen to make the action more specific. When you have made your selection, click the Next button to proceed to the next screen in the Rules Wizard.

Set Up Exceptions to the Rule | Set exceptions to the rules.

The next Rule Wizard screen is similar to the previous two, except in this case you're defining any exceptions to the rule.
When you finish defining the rule exceptions, click the Next button again.

Name the Rule and Turn It On | Name the rule and activate it
In the final Rule Wizard screen, you are asked to name the rule.

When you are finished customizing the rule, click the Finish button.

The Rules and Alerts dialog box appears. Click Apply and then click OK to activate the rule.

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