How to Manage Email Using Microsoft Outlook Rules

Step-by-Step Guide

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   Step 1: Identify individuals or groups of people you regularly get email from.

   Review the other action options to see whether they can further assist you. ,, This is particularly important when working with rules that deal with emails you send
   -- otherwise you will be saving multiple copies of the same email. , This rule will catch all emails that did not get placed into individual subfolders. , The number of messages in the Sent folder can indicate when it is time to create new subcategories of sent email. , The number of messages in the main Inbox folder can determine when it is time to create new subcategories of received email.
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   Step 2: From Outlook Mail

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   Step 3: Actions

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   Step 4: Rules and Alerts

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   Step 5: create new rules for each individual group or person you regularly receive email from and direct these emails to be moved to a specific folder under the Inbox folder.

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   Step 6: Determine whether you want to A) be alerted when you receive a special message from this individual or group and/or B) mark it as read immediately.

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   Step 7: Create new rules for each individual group or person you regularly send email to and direct these emails to be moved as a copy of the email you are sending to a specific folder under the Sent folder.

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   Step 8: Based on priority

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   Step 9: decide when and in what order you want to stop processing a rule.

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    Step 10: Have one sent rule at the bottom of all of the sent rules with Stop processing.

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    Step 11: On an ongoing basis

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    Step 12: evaluate the Sent emails that go to the Sent folder that do not get moved to another subfolder.

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    Step 13: On an ongoing basis

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    Step 14: evaluate the Inbox emails that go to the Inbox and are not moved into another subcategory.

Detailed Guide

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