Using rules, you can emulate out-of-office replies that an Exchange server offers. We covered one rule in chapter 8 for users that do not have an Exchange server to manage messages. Use this button if you need to run rules that don't automatically run on their own and need to mass delete or re-arrange your email organization folders. The 'Run Rules Now' button executes all rules shown in the list immediately. This file can be sent in an email, or you can store it on a network drive where you can import rules from any computer that has access to the network drive. When you export rules, you store them to a file that you can use to import rules to another computer. You can also export the rules you've configured on your local computer. If you've moved your account to a new computer, you can import rules from your old computer to the local copy of your Outlook installation. The 'Options' button shows you two options: Export and Import. You can also copy a rule and create a new one from the copied rule. If you want to change a rule, click it and click the 'Change Rule' button. When you click this button, a window opens and displays any currently configured rules. (Button to open a window to manage rules in Outlook) Select the email account that you want to configure in the 'Account Information' dropdown, and then click the 'Manage Rules & Alerts' button. The button to open this list can be found in the 'File' tab in the 'Info' section.

To create a new rule or review the ones already in place, you need to open the window where a list of rules is shown. Viewing Your Current RulesĪfter you create a few rules, they accumulate and can do unexpected changes to your inbox organization. Outlook rules provide a level of automation in your inbox, so you can stop spending hours should you receive too many email messages to keep up with organization. You can automatically delete messages, flag ones that contain specific words, mark it as read and even print it. You aren't limited to just working with your inbox. Outlook rules make it much easier to organize email by automatically sending your messages from your inbox to a folder. If your email service doesn't have good spam detection, you could spend hours deleting emails with the potential to accidentally delete legitimate ones. You can easily miss a critical email among the dozens of spam messages. These emails pile up in your inbox, which makes it disorganized and difficult to find important emails. Close the Rules and Alerts dialog box.Busy employees or business managers can potentially receive hundreds of emails a day. Now all emails you sent to the specified contact group or any members of this contact group will be moved to the specified mail folder.ġ0. (2) Check options as you need in the Step 2 section Click the Next button directly in the Rules Wizard (Are there any exceptions?) without any settings. (3) In the Rules and Alerts dialog box, please choose a folder you will move emails to, and click the OK button Ĩ. (2) Click the linked text of Specified in the Step 2 option (1) Check the move a copy to the specified folder option Now in the Rules Wizard (What do you want to do with the messages?), please: Click the Yes button in the popping out Microsoft Outlook dialog box, and then click the Next button in the wizard.ħ. Please select the specified group, double click to add it to the To box, and click the OK button. Now the Rule Address dialog box comes out. In the Rules Wizard (Which condition(s) do you want to check?), please check the sent to people or public group option, and click the linked text of people or public group in the Step 2 section. In the Rules Wizard, please click the Apply rule on messages I send option and click the Next button.Ĥ. In the Rules and Alerts dialog box, please click the New Rule button. Please select the specified mail folder you will set the Outlook rule for, and click Home > Rules > Manage Rules & Alerts.Ģ. Please follow below steps to set an Outlook rule for email sent to the specified group in Outlook.ġ.

Create outlook email rules