Know How to Create and Manage Rules in Outlook 2013, 2010, 2016 Emails?
The Microsoft Outlook for Windows run on certain actions for incoming as well as outgoing messages called rules. It is chosen by the user that, what should trigger a rule and actions opted by the rules. For instance, users can generate a rule to export all the emails from the manager to any other folder. Or all the messages can be deleted with an option “Buy Now” in the subject line. There are several rules in Outlook to manage preferences. This makes life a bit simpler. A complete guide is explained on how to create and manage rules in Outlook.
Learn How Rules are Helpful in Managing Emails
By using rules, manual and repetitive actions can be minimized to organize the email messages. When the option of rules is turned on, they work automatically and continuously by managing rules in Outlook 2016, 2013, 2010 versions.
On a general classification, rules are of two types:
- Organization rules
- Notification rules
The rules wizard can be used to design them and then manage Outlook email messages. The rules dialog box will consist of the templates for the rules which are used often.
Workaround Method to Create and Manage Rules in Microsoft Outlook 2010
The easiest and the most accepted rule to generate is one which permits the user to relocate an item from any specific sender or certain words in the subject line to any other folder. This rule can be generated directly from the message already received.
These steps should be followed to create and manage rules in Outlook 2013. This article will also help you find solutions to issues like Microsoft Outlook rules not working automatically:
- Right-click on a message in inbox or any other email folder and select the option of Rules
- Choose any one of the options. Outlook will automatically recommend generation of any rule regarding the sender and recipients. To see more options, hit on Create Rule
- A Create Rule dialog box will emerge on the screen. From the first 3 checkboxes, select any one option or more to create and manage rules in Outlook 2016
- Under the section of Do the following, if you want to migrate a message to any other folder, hit on Move items to the folder. A select folder dialog box will open up on the screen, and then press on OK
- Hit on OK to save the rule
Tip: If you want to execute rule on the emails already received by you, check the box on the confirmation dialog window that prompts and then, hit on OK
Create and Manage Rules in Outlook 2010 Using Rules Wizard
Following are the rules in Outlook 2010 which user can use according to the requirement:
Kinds of Rules to Choose From Templates:
- Stay Organized
These rules help a user to file and follow the messages. For instance, a rule can be created for messages from a specific sender, such as XYZ with the word “sales” in the subject line. This can be flagged or followed, labeled as “sales” or can be exported to any other folder named as XYZ’s sales. - Stay Up-to-date
These rules send notifications to the user when they receive any specific message. For example, a rule can be generated that sends an alert automatically to a user when a message is received from a family member. - Custom Rules
These rules are created without any template.
Almost all the rules are infinitely customized. There are a huge number of options that can be set for every rule to be created. The following steps show how to create and manage rules in Outlook 2013 with the help of rules wizard:
Also Read: Solutions for MS Outlook 2016 Automatically Deleting Emails
Step 1: How to Manage Rules & Alerts in Outlook
- Choose File >> Manage Rules & Alerts to launch Rules and Alerts in Outlook 2010 and other versions dialog window
- Hit on the Email Rules tab and choose New Rule
- Choose one of the patterns from step 1. To begin from an empty rule, choose Apply rules on a message I send and Apply rule on messages I receive
- In step 2, Edit the rule description box, hit on any underlined options to organize them. For instance, if you select flag messages from someone for follow-up in step 1, hit on People or public group to choose which sender’s message are to be flagged. Then, hit on Follow up at this time to choose a flag and follow a date
- Click on Next to create and manage rules in Outlook 2016.
Step 2: Additional Conditions in Outlook Rules
From the second page of the Rules Wizard, the additional conditions can be added to the rule. For illustration, users can select the messages sent from any specific person that also possess particular words in the message or subject body.
In the first step: Select condition (s) box, any condition applied to the previous screen is examined. Multiple additional conditions can be selected by clicking on checkboxes.
In the second step: Edit the rule description box, hit on any additional situations which are underlined and just added. Then, hit on Next.
Step 3: Label Highly Important Messages
From the third page of the Rules wizard, the additional actions can be selected to take the message. For example, messages can be flagged for follow-up and can label any message as a high importance.
In the first step, Select condition (s) box, the actions set on the first screen are checked. Now, multiple additional actions can be selected by choosing checkboxes.
In another step, Edit the rule description box hit on any other underlined additional actions just added. Then, hit on Next to create and manage rules in Outlook.
Step 4: Provide Additional Exceptions
From the fourth page of the Rules wizard, any exception can be added to the rule. For example, you can make sure that if any other message is marked as important just to check that any message labeled with specific importance are not flagged to follow up.
In the first step, Select condition (s) box, choose any exception to the rule by clicking on the checkboxes.
In another step, Edit the rule description box, hit on any other underlined additional exceptions just added. Then, hit on Next.
Step 5: How to Turn on Outlook Rules?
On the last page of the Rules wizard, give a name for the rule created
If it is required to execute this rule on the messages already received, select the option Run this rule now on messages already present in “Inbox”
By default, an option of the turn on this rule is selected. If you do not wish the rule to be switched on at this time, this box can be unchecked.
Hit on Finish to save the rule and turn it on.
Final Words
The rules permit the user to migrate, flag, and respond to other email messages. These rules can also be utilized to play sounds, migrate messages to the folders, and show up new item alerts. The post explains the detailed method to create and manage rules in Outlook 2010, 2013, 2016 versions.