If your Outlook inbox looks more like a digital jungle than a tidy workspace, you’re not alone. Between newsletters you never signed up for, meeting invites you’d rather avoid, and email chains that won’t die, it’s easy to feel like you’re losing the inbox battle. Fortunately, Outlook Rules are here to restore order — like a personal assistant that actually does what it’s told.
So, what are Rules?
In Outlook, Rules are automated instructions that say, “When this happens, do that.” It’s a bit like training a very obedient dog — “When the postman arrives (email from your boss), bring it to me immediately (flag it). When it’s just the pizza flyer (sales newsletter), bury it in the garden (move it to Junk).”
There are two main types:
- Client-only Rules: These only run when Outlook is open. Great if you’re glued to your screen.
- Server-based Rules: These work even when you’re off making tea. Perfect for actions like auto-forwarding or filing.
Why Bother?
- Save Time: Stop playing digital postman. Let Outlook do the heavy lifting.
- Stay Organised: Set up folders like “Invoices,” “Project X,” or “Emails I Might Read Someday.”
- Reduce Distractions: If your inbox dings every time someone breathes near a ‘Reply All’ button, Rules can redirect that chaos elsewhere.
- Never Miss Important Stuff: Flag emails from the boss, client or your nan.
- Security: Junk the junk automatically. Fewer phishing emails, and you’ll finally stop clicking on “You’ve won a free cruise!” (You haven’t.)
How to Set Up Rules (No Coding Required)
- Right-click on an email and select Rules > Create Rule.
- Choose what triggers the Rule (e.g. sender, subject).
- Choose what should happen (e.g. move to folder, flag, play a specific sound — perhaps the opening of Beethoven’s Fifth for your line manager).
- Click OK, sit back, and let the magic happen.
In Summary
Rules in Outlook are the digital equivalent of a tidy desk and a colour-coded filing cabinet — except you don’t have to do any of the tidying. Spend a few minutes setting them up now, and your future self (probably trying to find that email) will thank you.
Diana Catton – by-line and other articles
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