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How to Automatically File Emails in Outlook
If you’re not a long-time user of Microsoft Outlook then you might not be familiar with Outlook Rules and what they can do for you.
The best way to describe rules, in Outlook, is as automated actions that get triggered when certain messages meet a set of criteria, predetermined on the user end.
Because of this, rules are what Outlook users use in order to automate various processes such as filtering, filing, and even sending emails.
Setting up multiple Outlook rules can help you reduce the amount of time you spend in your inbox, reduce the amount of manual labor, and, of course, organize the contents of your inbox so that everything is easy on the eye and easy to find.
This will file all emails from that sender into the specified folder.
For Outlook 2007 the first three steps are slightly different but from Step 4 to Step 8 everything remains the same.
Doing the same thing in Outlook 2013 is a bit faster:
You can also send existing and future incoming messages from specific senders into dedicated folders in the newer Outlook versions too.
If you’re using the browser version of Outlook, the steps required to set a unique folder destination for incoming mail from specific senders is a bit different than those used in desktop versions of Outlook.
This will automatically transfer existing and incoming emails from that sender to the folder of your choosing.
Note that even though the steps may differ slightly from one version of Outlook to another, the process is essentially the same. Even better, there’s no need to understand the complexities of Outlook rules in order to create a simple filing system.
There’s also nothing preventing you from sending mail from multiple senders into the same target folder. However, you won’t be able to filter multiple senders simultaneously in all versions of Outlook.
In most cases, you’ll have to manually add rules to individual senders.
You can categorize all incoming emails based on certain keywords or phrases, also by using rules. Doing this can save a lot of time, as opposed to filtering or filing email from individual senders.
This can be very helpful if you want to, for example, filter and categorize your work email, personal emails, promotional emails, etc.
By following the next few steps, with minor variations, you’ll be able to set rules and categorize email based on set conditions, in all desktop versions of Microsoft Outlook.
As always, the navigation of Outlook 365 is slightly different than that in the desktop app. However, this doesn’t limit your ability to categorize emails.
Some say that Outlook is a bit too hard to use. That said, those that don’t probably just disagree with its pay-to-use service. In reality, Outlook is very versatile and well-put together. it’s capable of complex actions but can be used as a basic email service like Gmail, if you want.
Let us know if these tips and tricks helped you organize your inbox, highlight important emails, and if it improved your productivity at work.
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Nov 16, 2019
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