Outlook 2016 Rules

Learn to create and utilize Outlook 2016 Rules.

The Outlook Rules feature allows you to automatically organize your e-mail messages based upon rules you have defined for incoming or outgoing messages.  This feature helps reduce the amount of manual filing you will have to perform. Below are the step by step instructions to utilize and create Outlook 2016 Rules. Note:  Rules are always turned on and run automatically when created.

The Outlook 2016 Rules Wizard

The Rules Wizard helps you design your rules.  There are two categories of rules – organization and notification.  The Rules Wizard includes templates for the most frequently used rules –

  • Stay Organized – Rules to help you file and follow up on messages.
  • Stay Up to Date – Rules to notify you when you receive a specific e-mail.
  • Start from a Blank – Rules you create from scratch.
Creating a Rule Using the Rules Wizard
  1. Click on the File tab.
  2. Click the Manage Rules & Alerts button in the right column. Outlook Rules Image 1
  3. The Rules and Alerts dialog box will open. Click New Rule on the E-mail Rules tab.Outlook Rules Image 2
  4. The Rules Wizard dialog box will open. Outlook Rules Image 3
  5. Under Step 1: Select a template, select the appropriate template from the Stay Organized or Stay Up to Date lists.  For example, choose Move messages from someone to a folder.
  6. Under Step 2: Edit the rule description, click the appropriate underlined values for any action that you added and specify the value. For example, click people or public group. The Address Book opens. Select a person or group from your address book. Or type the person’s address in the From blank. Click OK. Outlook Rules Image 4
  7. Continue completing any remaining underline values. For example, click move it to the specified folder.

The Rules and Alerts, Choose a folder dialog box will open.  Choose the appropriate folder to move the selected e-mails to. Click OK.

  1. Click Next.
  2. The Rules Wizard, Which condition(s) do you want to check? dialog box will open. Under Step 1: Selection condition(s), check the box for the conditions the message must meet for the rule to be applies. For example, check with specified words in the subject or body. Outlook Rules Image 5
  3. Under Step 2: Edit the rule description, click the underlined value for any action that you added and specify the value. For example, click on specific words.  Type in the specific words or phrases and click add for each.  Once completed, click OK.
  4. Click Finish to stop processing any further and complete the rule.

OR

Click Next.

  1. The Exceptions dialog box will open. Under Step 1: Select exception(s), check the box for any necessary exceptions. Outlook Rules Image 6
  2. Under Step 2: Edit the rule description, click an underlined value for any exceptions added and specify the value.
  3. Click Next.
  4. The Finish rule setup dialog box will open. Under Step 1: Specify a name for this rule, enter a name. For example, Vacation E-Mails. Outlook Rules Image 7
  5. Under Step 2: Setup rule options, check the boxes for the needed options.
  • Run this rule now on messages already in “Inbox” – Check this option if you want to run the rule on messages already in your inbox.
  • Turn on this rule – The default is checked so the rule is automatically on.
  • Create this rule on all accounts – Check this box to apply this rule to all e-mail accounts set up in Outlook.
  1. Click Finish. The newly created rule will be listed in the rule box. Outlook Rules Image 14
  2. Click Apply.
  3. Click OK.
Creating Outlook 2016 Rules Using the Blank Rule Option
  1. Click on the File tab.
  2. Click the Manage Rules & Alerts button in the right column. Outlook Rules Image 1
  3. The Rules and Alerts dialog box will open. Click New Rule on the E-mail Rules tab. Outlook Rules Image 2
  4. The Rules Wizard dialog box will open. Outlook Rules Image 3
  5. Under Start from a blank rule, select one of the options
  • Apply rule on messages I receive
  • Apply rule on messages I send
  1. Click Next.
  2. The Rules Wizard, Which condition(s) do you want to check? dialog box will open. Under Step 1: Selection condition(s), check the box for the conditions the message must meet for the rule to be applies. For example, check marked as importance. Outlook Rules Image 9
  3. Under Step 2: Edit the rule description, click the underlined value for any action that you added and specify the value. For example, click on importance.  Select Normal, Low or High.  Once completed, click OK.
  4. Click Next.
  5. The What do you want to do with the message dialog box will open. Under Step 1: Select actions(s), check the box for any actions you want to apply. For example, check flag message for follow up at this time. Outlook Rules Image 10
  6. Under Step 2: Edit the rule description, click an underlined value for any condition added and specify the value. For example, flag to follow up today. Outlook Rules Image 11
  7. Click Next.
  8. The exceptions dialog box will open. Under Step 1: Select exception(s), check the box for any necessary exceptions.
  9. Under Step 2: Edit the rule description, click an underlined value for any exceptions added and specify the value.
  10. Click Next.
  11. The Finish rule setup dialog box will open. Under Step 1: Specify a name for this rule, enter a name. For example, High Importance. Outlook Rules Image 12
  12. Under Step 2: Setup rule options, check the boxes for the needed options.
  • Run this rule now on messages already in “Inbox” – Check this option if you want to run the rule on messages already in your inbox.
  • Turn on this rule – The default is checked so the rule is automatically on.
  • Create this rule on all accounts – Check this box to apply this rule to all e-mail accounts set up in Outlook.
  1. Click Finish. The newly created rule will be listed in the rule box. Outlook Rules Image 8
  2. Click Apply.
  3. Click OK.

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