How to Create Rules in Outlook That Sort Your Email Automatically

#email #productivity #tutorials #tutorial

Originally published on Tutomod.

Inbox zero isn't a personality trait, it's automation. Outlook rules file, flag and forward messages before you ever see them.

Ten minutes of rules turns a chaotic inbox into one where only actual humans land in front of you.

Get this ready first

Outlook (desktop app or outlook.com, rules work in both)
About 10 minutes

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Step by step

1. Start from a real message

Right click any email, Rules, Create Rule. Starting from an example auto fills the sender, the easiest way in.

2. Understand the recipe: condition, action

Every rule is 'when X arrives, do Y'. When an email from accounting arrives, move it to the Finances folder. When the boss writes, flag it. That's the entire logic.

3. Make a folder for the noisy stuff

Create folders like Newsletters and Receipts first, then rules from a couple of representatives: all newsletters land there unread, no guilt while mass deleting them weekly.

Unread newsletters are fine, you never promised to read them
Keep receipts, they're searchable later

4. Use exceptions wisely

Rules can skip VIPs: 'move everything from the company domain to a folder EXCEPT my manager'. The exception checkbox is small and mighty.

5. Review rules yearly

File, Home, Rules, Manage Rules and Alerts shows them all. Jobs change, newsletters come and go: delete or edit what no longer fits and the system stays sharp.

Photo by Lara Jameson on Pexels

Tips that actually help

Combine multiple conditions: from X AND with subject containing 'invoice' gets precise filings.
The 'run rule now' checkbox applies it retroactively to the current inbox, instant cleanup day one.
On outlook.com, rules live in Settings, Mail, Rules and sync to the desktop automatically.

Keep reading

Five good rules and the inbox shrinks to messages that actually deserve your eyes. Automation reads the boring mail so you don't have to.

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