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How to Create Rule in Outlook

Do you want to keep your Outlook email messages from cluttering up and organize them all into personalized folders? Then you have landed in the right place. One of the best ways to do that is by creating a rule in Outlook. In this guide, we will tell you how you can create a rule in Outlook (version 2010, 2013, 2016, 2019), its benefits, different kinds of Outlook rules, and other details that you must know before and after you create rule in Outlook. 

How is the ‘Create Rule In Outlook’ Feature Helpful?

Before taking you through this guide on how to create a rule in Outlook, it is important to know the significance of the ‘create rule in Outlook’ feature:

  1. It reduces manual and repetitive methods of managing your Outlook emails.
  2. Once a rule is created in Outlook, you do not need to give any input or feedback, it works automatically. 
  3. It decreases the volume of the mailbox and focuses on the high-priority email messages. 
  4. Low-priority email messages are shown in the convenience when you review the processes.

Types of Outlook Rules 

  1. Organized: This keeps a quick follow-up on the files and the email messages. For example, you create a rule in Outlook for email messages from a sender named Mand Moore and name the subject ‘Sales’. The email messages received from this sender will be found under the ‘Sales’ category. 
  1. Up-to-Date: This allows you to get a notification in your chosen way when you receive an email message from a specific sender. For example, you create a rule in Outlook that will send an alert to your respective account automatically when you receive an email message from an Office client.
  1. Blank Rule: You can create these Outlook rules however you want. You will have to start the process from the scratch.

How to Create Rules in Outlook 2019?

In a few easy steps, you will be able to create a rule in Outlook 2019. Here we go: 

Choose a Template

  • Open your Outlook profile on your device and enter the required credentials to log in to your account. 
  • On the Outlook homepage, select the option of ‘Rules’. 
  • Expand its options and click on the ‘Manage Rules & Alerts’. 
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Note: In some Outlook versions, you may find the ‘Manage Rules & Alerts’ from the ‘File’ menu options.

  • A dialogue box, named ‘Rules and Alerts’ will open. Here, click on the ‘Email Rules’ tab.
  • Now choose the ‘New rule’ and proceed. 
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  • On the ‘Rules Wizard’, select a template from the given options
    1. Stay organized
    2. Stay up to date
    3. Start from a blank rule
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After you create rule in Outlook and choose a preferred template, you will have to go through the enlisted steps to edit the description of the rule.

Edit the Description

Description: Move messages from someone to a folder

  • Click on the ‘people or public folder’ link. 
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  • A ‘rule address’ dialogue box will open, in the ‘Search’ tab, enter a ‘Name’.

Note: If you cannot perform the previous step, go to the ‘Address book’ list and choose one among the given sources. Click on the ‘OK’ button when you can see your choice under the ‘From’ box. 

  • Select the ‘specified folder’ and click on the ‘rules and alerts’ box. 
  • Again choose the ‘Folder’ and enter the ‘OK’ button.
  • After that, hit the ‘Next’ option. and go to 

Set Conditions for an Outlook Rule

Condition 1: Specify the subject and move emails to a folder
  • Select the ‘specific words’ subject and click on its link.
  • A ‘Search text’ dialogue box will open, click on the “specify words or phrases to search for” and type any word to search.
  • Select the ‘Add’ option and your entry will be added to the ‘Search list’. Hit on the ‘OK’ button to confirm.
  • Click on the ‘Specified folder’ that you just created and under its ‘Rules and Alerts’ box, select a folder, and then click on the ‘OK’ button.
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  • Then select the ‘Next’ option and then set the conditions.
Condition 2: Send Specific Emails to a Public Group to a folder
  • Select the ‘People or public folder’ subject and click on its link.
  • A ‘Rule address’ dialogue box will open then, either type a ‘Name’ in the ‘Search’ box or choose a ‘Source’ in the ‘Address book’ list.
  • You will see your selection will be displayed next to the ‘To’ box, then click on the ‘OK’ button.
  • Select the ‘Specified folder’ link and select a ‘Folder’ under the ‘Rules and alerts’ box.
  • Choose the ‘OK’ button and click on the ‘Next’ option to set the preferred conditions.
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How to Create a Rule in Outlook 2010 for Emails? 

Implement the steps mentioned below on your account and create a rule in Outlook 2010 for better management. 

  • Open a ‘New Folder’ on your Outlook profile and start the process of creating a rule.
  • Choose the option of ‘Create New Folder’.  
  • Tap on the ‘Name of the folder’ option and choose the ‘Folder contains’ from the drop-down options. 
  • Now, select the ‘Mail and Post Items’ and go to the ‘Inbox’. 
  • Click on the ‘Manage Rules and Alerts’ from the expanded options of ‘Rules’. 
  • Choose the ‘New Rule’ option and then select the option of ‘Move emails with specific words in the subject to a folder’.
  • Click on the ‘Add’ button after selecting the ‘Specific words’.
  • Now, you can finish the procedure of creating a rule in Outlook by clicking on the ‘Finish’ tab.

You can check if the recently added rule is working by visiting the ‘Rules and Alerts’ tab and checking the list of running rules. 

How to Create Rules in Outlook 2016?

Follow the subsequent steps and learn how one can Create Rule in Outlook. Before implementing the steps, make sure you are logged in to your Outlook account. 

  • Click on the ‘Home’ button of your Outlook page.
  • Navigate towards the ‘Rule’ tab and pull it down to expand the options. 
  • Click on the ‘Manage Rules’ tab. 
  • Under the ‘Email Rules’ section, tap on the ‘New Rule’ option.
  • You will be shown the available ‘Templates’, choose one as per your preference.
  • Choose one or more preferred conditions from the ‘Select Conditions’ section.
  • Then navigate towards the ‘Select Action’ tab and choose one action among others. 
  • You can also set your exceptions by dropping down the ‘Select Exceptions’ tab and choosing one option. 
  • Once the template, condition, action, and exception are chosen, ‘Name of the rule’. 
  • At last, hit the option of ‘Turn on this rule’ and then click on the ‘Finish’ tab to exit from the current window. 

How to Create New Rules in Outlook 2013?

We have taken two examples to explain how to create a rule in outlook 2013. These are some of the most common Outlook rules. Go through the methods one by one and create a new rule in your Outlook domain.

Note: Follow the same steps to create rules in Outlook 365.

Flag Several Incoming Emails

If you forget to keep a follow-up on an essential email and realize it later, then you must create the ‘Flag several incoming emails’ rule in Outlook. Follow the enlisted steps to learn in details: 

  • Tap on the ‘New Rule’ option. 
  • Navigate towards the ‘Select condition’ section and drop down the options. 
  • Select the ‘Flag emails from the receiver for follow-up’ options. 
  • Hit on the ‘Next’ button choose the ‘Turn on the rule’ option to run the rule. 
  • Then, end the process of creating a rule by clicking on the ‘Finish’ option.
Keep the Mails On-Top

If you do not check your emails regularly and you need to create the ‘Stay up to date’ rule in your Outlook domain. Here are the quick and easy steps to follow and learn how to create rule in Outlook 2013:

  • Open the Outlook domain and click on the ‘New Rule’. 
  • Hover over the ‘Stay up to Date’ tab and expand the options.
  • Here, you can select the type of alert you want to receive. Select one among the given options.
  • Then, choose the ‘Condition’ and ‘Exceptions’ one by one by selecting the options from their respective tabs. 
  • Click on the ‘Finish’ tab and run the rule to stay up to date.

After going through the detailed guide, we hope you have learned how to create rules in Outlook and how Outlook rules function. In case you are seeking any professional guidance, our email experts are just one click away. Start a live chat by clicking on the required tab and get help from us. 

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