Outlook email sorting rules

Outlook email sorting rules, also known as "Rules" in Outlook, allow you to automatically sort, move, or delete emails based on specific conditions. Here's a step-by-step guide on how to set up email sorting rules in Outlook:

Creating a new rule:

1. Open Outlook and go to the "Home" tab in the ribbon.
2. Click on the "Rules" button in the "Move" group.
3. Select "Manage Rules & Alerts" from the dropdown menu.
4. Click on "New Rule" to create a new rule.

Rule conditions:

1. Choose the type of rule you want to create:
   • "Move messages from someone to a folder"
   • "Move messages with specific words in the subject"
   • "Move messages from a specific sender"
   • "Move messages with specific words in the body"
   • "Move messages with specific words in the sender's address"
   • "Move messages with specific words in the recipient's address"
   • "Move messages with specific words in the attachment"
2. Specify the condition(s) for the rule:
   • For example, you can set a rule to move all emails from a specific sender to a specific folder.

Rule actions:

1. Choose the action you want the rule to take:
   • "Move it to the specified folder"
   • "Delete it"
   • "Forward it to people or distribution list"
   • "Mark it as read"
   • "Play a sound"
2. Specify the folder or action you want to apply:
   • For example, you can set a rule to move all emails from a specific sender to a specific folder.

Rule exceptions:

1. If you want to exclude certain emails from the rule, click on "Except if" and specify the exception condition(s).
2. For example, you can set a rule to move all emails from a specific sender to a specific folder, except for emails with a specific subject.

Saving the rule:

1. Click "OK" to save the rule.
2. The rule will be applied to new emails that meet the specified conditions.

Tips and variations:

• You can create multiple rules to handle different scenarios.
• You can also use the "Advanced" button to specify more complex conditions, such as using regular expressions.
• You can use the "Stop processing more rules" option to prevent subsequent rules from being applied to an email.
• You can also use the "Run this rule now" option to apply the rule to existing emails in your inbox.

By setting up email sorting rules in Outlook, you can automate the organization and management of your emails, saving you time and increasing your productivity.