Organizing and Managing Email

Get tips for managing Outlook email and organizing your Outlook email folders in this free lesson.

Applying rules

Rules can save you a lot of time by automatically performing commands like moving or deleting messages as they arrive. For example, if you always move emails from a certain person to a folder, you could create a rule to do this automatically. You can create rules that look for a specific sender, recipient, subject, or specific words that are contained in the body of the email.

To create a new rule:

  1. Locate and select the Rules command on the Ribbon, then select Manage Rules & Alerts... from the drop-down menu.


    Screenshot of Microsoft Outlook 2010Adding a new rule
  2. The Rules and Alerts dialog box will appear.
  3. Click the New Rule... button.


    Screenshot of Microsoft Outlook 2010Clicking the New Rule... button
  4. The Rules Wizard will appear. Follow the instructions to create a new rule.


    Screenshot of Microsoft Outlook 2010The Rules Wizard