create-and-manage-outlook

How do I Create and Manage Rules in Outlook 2013, 2010, 2016 Emails?

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MS Outlook is one of the most reputed email clients. It allows conversion of create and manage rules in Outlook emails. MS Outlook is one of the best email clients.

Why Do You Need Rules in MS Outlook?

Do you know once setting rules you can manage repetitive manual actions to organize email? As the rules are activated, they can manage rules in Outlook 2016, 2013, 2010, and other versions of the email client.

Outlook allows to setup two types of rules:

  • Organization rules
  • Notification rules

In the rule wizard, you can design and manage rules for Outlook email messages. It is easy to setup rules.

Creation and Management of Rules in Microsoft Outlook 2010

It is easy to setup a rule that allows users to replace an item from a folder to another.  It is easy to generate from the message already received.

The same method can be applied to setup rules on MS Outlook 2013. Sometimes, these rules fail to work. You can identify solutions for them in the next blog we share.

  • Right-click on a message in a folder like Inbox and choose the option of Rules from the dropdown.
  • Select any rule from the given options because Outlook will automatically recommend generation of rules for sender and recipients. If you want to view more rules, press the Create Rule option.
  • A new box will open. In the initial phase, you have 3 checkboxes, choose anyone o them.
  • Under the Do the following section, to move a mail to any other folder, press the Move items tab in the folder. A new box will open, press OK.
  • To activate the rule, press OK again.

Taking Help of Rules Wizard in Outlook 2010 to Set Rules

Here are the rules you can see in your MS Outlook 2010.

Select Rules from Templates:

  1. Stay Organized
    With these rules, user can file and follow the messages. For instance, create a rule for a specific sender. Every time, Outlook will labelled the specific sender with the name you have given. You can export it to another folder.
  2. Stay Up to date
    In this, users get a notification whenever they receive any specific message. For example, you can set a rule to notify you whenever you receive emails from a specific client.
  3. Custom Rules
    There is no need of a template to create the rules.

There is no limit to customize rules. You have an array of options to customize rules.

Step 1: Management of Rules & Alerts in Outlook

  1. Access MS Outlook email client, navigate to the File menu, then Manage Rules & Alerts to launch Rules.
  2. Click Email Rules and select New Rule
  3. Select a pattern like an empty rule. Then, select Apply rules on a message I send and Apply rule on messages I receive
  4. Now, begin editing of the rule in the rule box and click on any underlined options to organize them. For example, if you have chosen to flag messages received from a specific person for follow-up, press the People or public group tab to select the target sender’s message to be flagged. After this, press Follow up. Now, choose a flag and follow a date
  5. Click on Next for creation and management of rules in Outlook 2016.

Also Read :- Solution Fix Outlook OST files Not Recognized

Step 2: Some Additional Conditions in Outlook Rules

In the second page of the Rules Wizard, the additional conditions apply to the rule. For example, select messages of a specific sender holding particular words in the message or subject body.

  • First, choose condition (s) box, it will examine the condition applied to the previous screen. Multiple extra conditions can be selected with checkboxes.
  • Second, now edit the rules. Press on additional situations that are underlined. Now, press the Next tab.

Step 3: Label Highly Important Messages

In the Rules wizard, you can view the additional action to flagged emails in the list of importance. It is in the third page of the wizard. It allows you to setup a message is highly important.

  • First, choose condition (s) box, select the action on the first screen by checking them. Now, you can select multiple actions from the checkbox.
  • Second, edit the rule and click on any underlined additional actions. Finally, press the Next button to let the Outlook follow the rules.

Step 4: Provide Additional Exceptions

Go to the fourth page of your Rules wizard to setup additional exceptions. It will keep you alert against any message that you have mistakenly flagged with a specific rule.

  • First, choose condition (s) box and then any exception to the rule by clicking on the checkboxes.
  • Second, edit the rule and press and press any underlined additional exceptions and then Next.

Step 5: Turn on or Activate the Outlook Rules?

  • Set a new unique name for your rules on the last page of the Rules wizard.
  • If you need to form rules on the executed message, click on Run in “Inbox”
  • The rule will activate by default. The box will be unchecked if you don’t want to activate the rule.
  • Press Finish tab to complete the process.

Final Words

Outlook rules are set to make the task easy for users. They allow users to get notified or alert against particular messages. MS Outlook allows users to customize rules. If you want to learn more about rules for MS Outlook, you can follow us.

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