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How to Create Rules in Microsoft Outlook

Do you receive frequent messages in Outlook that come from a particular co-worker or client that you would like to automatically filter into a specific folder?

Creating a simple rule in Outlook will allow you to do so, and here’s how it’s done.

First, highlight a message that was sent from the recipient for which you would like to create a rule. Now, from the Home tab in the Ribbon, click on Rules.

Outlook Rules Step 1

Next, when you click Rules, you will have the option to "Create a Rule." Choose this option.
Outlook Rules Step 2

After you click "Create a Rule," a new window will open: Outlook Rules Step 3

From here, make sure to:

  • Check the box next to the "From Person's Name"
  • Check the box that says, "Move the item to folder"
  • Click on "Select Folder," so you can assign a destination

Note: If you check the box next to "Sent to: me only" any email that includes more recipients than just yourself will not go into the folder that you will create, so for this purpose, do not check that box.

After you click "Select Folder," another window will appear. From here, click "New " to create a a folder.
Note: Be sure that you save the folder in your inbox by simply making sure it is highlighted in blue.
Outlook Rules Step 4

Now, give your New Folder a name: We suggest you title it with the name of the person who sent the email, but you can put in whatever you'd like.  After you named it, click OK.

Outlook Rules Step 5

Lastly, you have the opportunity to apply this rule to your entire inbox.  
Simply check the box and click OK. 

Outlook Rules Step 6 

There you have it. You can now create as many rules like this as you like, which can help you keep your inbox super organized. The next time you want to look for a message sent by a specific person, with these rules created, you will know exactly where to look.


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NH Learning SolutionsDebra Novara

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