Guide: How to Manage Rules in MS Outlook 365 Webmail
Managing emails is a tough task. From answering emails on time and adding reminders to essential emails, there are plenty of things competing for our attention. Also, a horde of spam emails are added in the inbox up against the headache. Ultimately, an unorganized mailbox makes it difficult to find important emails. Yes, email management is a tough business, but luckily it can be made easier through rules. Outlook 365 Webmail supports a variety of rules that allow you to forward emails to a specific folder. You can directly delete emails from a specific sender. Sounds good, right? Before we get started, let’s take a moment to take a look at how email rules work.
How rules work
Rules are the way to get a clean and organized inbox. A typical rule consists of a trigger, an action, and an exception. Once the rule is activated, it will initiate an action such as deleting the email, adding it to a folder or forwarding it to another account. When it comes to rules, Outlook 365 has tons of options, both actions and conditions. You can match the subject or select a specific address or choose the name of a sender manually.
And the best part is you can add as many conditions as you want. All you need to do is select the right conditions. The same goes for the actions – there are plenty of choices. So you just need to create the rule, select the condition to process more rules and then bingo!
Now that we’ve established how rules work, let’s take a look how to make them.
How to Create rules in Outlook 365
Step 1: Open Outlook and click the Settings icon in the top right corner. Then click View all Outlook settings at the bottom.
Step 2: Select Email from the left pane, then choose Rules. Now tap on the Add New Rules option and give your new rule a name.
If you select the conditions for Persons, you must enter the correct addresses. As for topics, you need to add the exact keywords. Step 3: Once you’ve pulled out of the condition, it’s time to add the action. The action determines what you would like to do with the emails that meet the above conditions.
Currently, Outlook 365 webmail allows you to forward, delete, and pin emails, and many others. Step 4: Do you want the email rule? not sometimes trigger? If so, click Add an exception and enter the required condition.
Then click on Save. There you created an email rule. Note: Unlike other email clients such as Gmail, a new email rule applies to messages received after the rule is created. It does not work with old messages.
When to use Stop processing more lines?
You must have noticed the Stop Processing More Rule check box while creating rules. That option applies if you have several rules in your inbox that can apply to one message. Let’s say you have a line A that moves all Guiding Tech newsletters to a folder called GT NL, and another line B that forwards all emails with the keyword ‘Android’ to your secondary email account.
In this scenario, you don’t want Rule B to run after Rule A has been successfully run. That’s when the Stop processing more lines option comes into the picture. After it meets a specific condition, it prevents more rules from running.
For that, you need to make sure that the rules priority is set accordingly, which we will see in the next point.
Edit and manage rules in Outlook 365
In Outlook 365, the rules are executed according to the order in the table. Fortunately, the order is not permanent and you can change the priority. To do that, click on it Up and down arrow. To edit a rule, click the Edit icon and make your changes. Don’t forget to save them!
Bonus Tips: Manage e-mails smartly
1. Sweep emails
Sweep is another way to get a cleaner inbox. As with rules, this allows you to automatically delete all email from a particular sender.
It doesn’t just delete the emails. You can choose to delete the emails or keep the last email in the chain. Swiping an email is super easy. Just open the email that is bothering you and tap the Sweep icon at the top.
Then select the options from the drop-down list. The second is the best because it automatically creates a rule. When you’re done, click Save. Note: Swipe option in Sent Items, Drafts, Junk Email and Deleted Items folders.
2. Block senders and domains
Apart from the above, you can block certain senders and domains altogether. Simply go to the Junk Email section, click Add and enter the email addresses or domain name.
At the same time, you can also add safe senders and domains. This option ensures that important emails (or emails from important people) don’t end up in the trashcan. Just tap Add and add the domain name or email addresses.
Hello, smarter inbox!
Well, that’s How to create and manage rules, and keep your inbox clean of all pointless clutter. After all, we can’t afford to miss the important emails, right? If you have any interesting lines you want to share, please mention them in the comments below. The next up Do you want to delete unwanted newsletters from your mailbox? The following message will show you how to do exactly that.
How to Manage Rules in MS Outlook 365 Webmail: benefits
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[wpsm_accordion] [wpsm_accordion_section title=”Tutorial summary of How to Manage Rules in MS Outlook 365 Webmail”] In this guide, we told you about the How to Manage Rules in MS Outlook 365 Webmail; please read all steps so that you understand How to Manage Rules in MS Outlook 365 Webmail in case if you need any assistance from us, then contact us. [/wpsm_accordion_section] [wpsm_accordion_section title=”How this tutorial helping you?”] So in this guide, we discuss the How to Manage Rules in MS Outlook 365 Webmail, which undoubtedly helps you. [/wpsm_accordion_section] [wpsm_accordion_section title=”What is actual time in which this method complete?”] The time to complete the How to Manage Rules in MS Outlook 365 Webmail tutorial is 10+ minutes. [/wpsm_accordion_section] [wpsm_accordion_section title=”What are the supported Device?”] PC Laptop or Desktop [/wpsm_accordion_section] [/wpsm_accordion] [wpsm_divider top=”2px” bottom=”15px” style=”fadeout”]
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