Suppose you want all emails from your boss to be routed to a folder you have setup for him. We’ll call it the Boss folder. The first step to creating a rule is to locate a recent email from your boss in your inbox. Then right-click it, and click Create Rule, as shown.
After you click the Create Rule option, you will see the following box, which allows you to specify what criteria you want to use for the rule that you are creating:
Let's take a quick look at each of the options...
Display in the New Item Alert Window is a nifty little feature that will make emails which this rule affects appear in a special window called, appropriately enough, the New Item Alerts window. You can see what it looks like in the picture:
After you have specified all the options you want, just click OK and then Outlook will ask if you want to run the new rule on your entire inbox.
That means any emails that meet the criteria of the rule will now automatically be routed to the right folder, even if they were sent to you 6 months ago! It can’t be any easier than that!
Sometimes you will need to modify, or even delete, a rule. In that case you will need to click Tools—Rules and Alerts, as shown, and make the appropriate changes.
That’s it! Now you can organize your inbox in a flash, and save time all with the help of your new personal digital mail assistant, the Outlook Rules. You can find more power tricks in the first article in this series, 3 Outlook Techniques Top Execs Use. Look for more articles in this series in the coming weeks.