Managing Messages with rules in Outlook

It is crucial to establish a system for managing messages also organized and automated as possible. I explain you how to manage messages in outlook 2010.

Creating folders and subfolders

The first step is usually to create folders and subfolders in addition to custom mail folders present by default, to organize and categorize your emails. Drag and drop is the easiest to move the primary email in such cases, but there are other, more clever, as you'll see later.

To create a custom folder, follow these steps:
1.Right click in the left pane of the Inbox of the account, then choose New Folder.
2.For create a sub-folder, right click on the parent folder in question and click New Folder.
3.In the dialog box Create a folder, enter the new folder name. Note that you can specify the type of item in this folder, Mail by default.
4.Click OK. The new folder appears as subfolder of Inbox. You can always change the hierarchy of custom folders by dragging and dropping.

Subdivide your inbox subfolders is extremely important to facilitate the subsequent search for specific items. If, as stated above, there you can move messages by dragging and dropping, however, it is clever and practical to do this automatically using Message Rules.

Message Rules

Managing a large volume of emails can be demanding in time and leave room for error. For example, if you receive many emails daily, you may miss an important message or spend too much time to manage communications with low priority. One remedy is to set up automatic rules for Outlook email and manages to combine this with folders and sub-folders. A rule is an action performed automatically on incoming or outgoing, depending on specified conditions. You can create one rule from a model from a message or using your own terms.

The rules are classified into two categories, organization and notifications. They apply only unread messages. The Rules Wizard contains templates for most commonly used rules, including:

  • Stay organized: these rules are used to classify and track messages. For example, you can create a rule for messages from a specific sender, Justin Bogue example, the word "sale" in the Subject line so it is marked for monitoring, and listed as Sale moved to the folder "Selling Bug", or move all messages from a mailing list in a dedicated folder.

  • Stay up to date: These rules can warn you when you receive a particular message. For example, you can create a rule that automatically sends an alert on your mobile phone when you receive a message from a member of your family.
    Start from a blank rule: These rules can be created from scratch.

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