How to Set up Rules for Outlook for Guaranteed Inbox Clarity
If you are looking for rules in Outlook to get a grip on your email inbox, you are probably getting an overwhelming amount of emails. Too many emails are distracting you from the actual work you need to do, are a frustrating constant interruption and create unnecessary “busy-work”.
Rules in Outlook are a powerful tool to reduce the email influx. Creating rules for the email inbox brings automated sorting to your email chaos. This means only relevant emails that you actually need to attend to are allowed to go to your inbox.
By the way: If you are looking to calm your inbox further, try this approach: Writing clearer emails to receive fewer emails back.
Free yourself from email stress!
Reduce the number of emails you get by changing the structure of the emails you send.
Learn how with this simple one-pager.
A Day in a Life Before Setting Up Rules for Emails [Storytime]
The Parking Lot
I look at the building as I am walking towards it from my car. I think I have a plan for today. There were at least 3 things I didn’t get to yesterday that definitely need to get done. As I approach the front door, I remind myself again how little control I have over how my day goes… I take a deep breath.
Walking to my Desk
I greet my colleagues as I walk in and go to my desk. My food goes in the fridge and I make coffee. I settle into my chair, or, if I slept well, my standing desk, and open my laptop thinking: Ok, today will be different – don’t let the emails control you.
However, as soon as I log in, Outlook pops up automatically. I already see the unread messages. My earlier motto still lingering in the back of my head, I try to get to work.
Being Constantly Interrupted by the “ping” in Outlook.
I review a draft. Ping. “Do you know where I can find this resource?
I am building a slide deck for a professional development session. Ping. “Can you add the location to this meeting invite?”
I am trying to write a Standard Operating Procedure. Ping. “Your eticket was updated.”
I am scheduling interviews. Ping. “You have invoices due”.
I am in the middle of getting a contract settled. Ping. “Here are all the tasks that are overdue.”
Create Calm with the “Rules” for Microsoft Outlook Email
Learning how to set up rules for emails I received in my Outlook inbox, completely changed my work-life.
I have rules set up that automatically delete email notifications for things I already know or rules for the same type of emails (for example, containing a report) that go to a specific folder.
Automatically having my email sorted that way has created so much more clarity for me and ultimately has me spending less time in my email inbox.
Interested? Let me show you how to set the rules in Outlook up. No worries. It’s easy.
Step-by-Step Guide For Creating a Rule for Outlook Email
Before we begin, make sure you open Outlook in your Browser. This means type: www. outlook.office.com/mail into, for example, Google Chrome.
Step 1: Click on an email that you want to create a rule for.
Step 2: Locate the 3 dots in the top right corner.
When you hover over the three dots, you’ll see the words “More Options”.
Step 3: Click on the three dots, and a drop-down menu appears.
Step 4: Hover over the “Rules” menu item until a sub-menu appears with a menu item called “Create rule”. Click on “Create rule”.
Step 5: Choose what you want to do with this email.
Option 1: If you already have folders set up and you want the email you clicked on in step 1 to go to a specific folder, click the little arrow next to “Select a folder”.
Option 2 (our option): If you don’t have folders set up or want to delete this email, click “More options”, then click “OK”.
Step 6: Click the drop-down arrow next to “Select an action”.
We are setting up a rule to automatically delete this email. Steps 1 and 2 in this screengrab are automatically filled out because we started by clicking on the email we want to set up a rule in Outlook for.
1 means = We are setting up this rule for all emails received from this specific sender.
2 (Add a condition) means = all emails from this specific sender, but only certain emails from this sender and not all of them. That’s what a condition is. In our example, we are setting up a rule that deletes all emails from this sender. That’s why we can skip step 2 and don’t need to set up a specific condition.
Step 7: Click “Delete” in the Drop-Down menu that appears.
Step 8: Click the “Save” button.
On this screen, you can see your finished rule. You can also see now that the blue circles that still had numbers in the previous steps now have checkmarks. The checkmarks mean you completed all steps to set up your rule in Outlook.
Step 9: Click “X” to close the window.
On this screen, Outlook shows you a list of all the rules set up for your emails. If you have several rules for Outlook emails set up already, you will see all your rules in this window. At the time of writing this, I have 25 rules for my Outlook emails set up. On this picture below, you can only see one of the rules though, for demonstration purposes.
Want More Tips For An Easier Office Life? Consider these Articles:
How to Set up Rules for Outlook for Guaranteed Inbox Clarity
How to be Less Stressed at the Office with This Easy Email Habit
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p.s.
One Last Tip
Rules in Outlook are an excellent tool to reduce the number of emails you receive on a daily basis directly to your inbox. However, writing very clear emails to others also reduces the number of emails your colleagues will send you.
Check it out below ⬇️
Have fun with your rules in Outlook! Comment below on the effect the rules in Outlook have on your emails and your overall well-being at work!
