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How to set rules for emails
in your inbox

The fuller the inbox becomes, the more confusing the whole thing unfortunately becomes. And if you look for a specific e-mail, the search function of Outlook can be used, but too often too many results come to the fore, since the search term was not exactly narrowed down.

The solution lies in the definition of rules for incoming e-mails, which are then automatically sorted into previously created folders when they are received there.

In our article we explain step by step how to bring order to chaos.

Email inbox rules in Outlook
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How to set rules for emails in your inbox

The fuller the inbox becomes, the more confusing the whole thing unfortunately becomes. And if you look for a specific e-mail, the search function of Outlook can be used, but too often too many results come to the fore, since the search term was not exactly narrowed down.

The solution lies in the definition of rules for incoming e-mails, which are then automatically sorted into previously created folders when they are received there.

In our article we explain step by step how to bring order to chaos.

Email inbox rules in Outlook
Anzeige
Xbox One X Battlefield V Gold Rush Special Edition Bundle
Xbox One X Battlefield V Gold Rush Special Edition...*
by Microsoft

Die neue Xbox One X ist die kompakteste und fortschrittlichs...

*Zuletzt aktualisiert am 15. November 2018 um 5:33 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.

1. Create a new folder in the Inbox

1. Create a new folder in the Inbox

By default, all incoming e-mails arrive at Outlook in the “Inbox” folder, and that works well for quite a while until you look for a specific e-mail that might already be a bit older.

Especially if you regularly receive e-mails from well-known senders (for example, online invoices from providers), it makes sense to create a separate folder for each of them, and have them automatically sorted by Outlook.

For this we first create a subfolder in the main folder “Inbox”.

  • In the context menu (right mouse button) on the folder “Inbox”
  • New folder
  • Assign names to the folder
  • confirm with “Enter”

See picture: (click to enlarge)

1. Create a new folder in the Inbox of Outlook
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By default, all incoming e-mails arrive at Outlook in the “Inbox” folder, and that works well for quite a while until you look for a specific e-mail that might already be a bit older.

Especially if you regularly receive e-mails from well-known senders (for example, online invoices from providers), it makes sense to create a separate folder for each of them, and have them automatically sorted by Outlook.

For this we first create a subfolder in the main folder “Inbox”.

  • In the context menu (right mouse button) on the folder “Inbox”
  • New folder
  • Assign names to the folder
  • confirm with “Enter”

See picture:

1. Create a new folder in the Inbox of Outlook
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2. Difference between IMAP folder and folder (this computer only)

2. Difference between IMAP folder and folder (this computer only)

If you use an IMAP mailbox (which is recommended), and have already created some folders, it might happen that at some point behind a newly created folder:

(only this computer)

This is due to the fact that (depending on the e-mail provider) usually only a certain contingent of so-called IMAP folders are provided by the provider. What does this mean when you create a new folder in Outlook then it will automatically be created in the folder structure on your e-mail server, and you will have the sort order already on the e-mail server, not in Outlook.

Now if this quota is exhausted and you have a folder behind the “(only this computer)” is, then the emails are still sorted according to your rules, but only within Outlook on your computer, and nothing more on the e-mail server.

This is always noticeable when you retrieve your e-mails with different devices, and you then lack the sorting there. Unless of course you set the same rules there again. Only halt finds no more synchronization between the devices.

See picture: (click to enlarge)

2. Difference IMAP folder and folder (only this computer)
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More about the Internet Message Access Protocol (IMAP) can be found here >>>

If you use an IMAP mailbox (which is recommended), and have already created some folders, it might happen that at some point behind a newly created folder:

(only this computer)

This is due to the fact that (depending on the e-mail provider) usually only a certain contingent of so-called IMAP folders are provided by the provider. What does this mean when you create a new folder in Outlook then it will automatically be created in the folder structure on your e-mail server, and you will have the sort order already on the e-mail server, not in Outlook.

Now if this quota is exhausted and you have a folder behind the “(only this computer)” is, then the emails are still sorted according to your rules, but only within Outlook on your computer, and nothing more on the e-mail server.

This is always noticeable when you retrieve your e-mails with different devices, and you then lack the sorting there. Unless of course you set the same rules there again. Only halt finds no more synchronization between the devices.

See picture: (click to enlarge)

2. Difference IMAP folder and folder (only this computer)
kautionsfrei.de
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More about the Internet Message Access Protocol (IMAP) can be found here >>>

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3. Set rules for specific emails

3. Set rules for specific emails

Now that we’ve created our folder, we can pick out an email from a recipient we like to receive more mail from and sort it out.

To do this, we go to the mail in the overview of the incoming mail folder and select “Rules”“Create rule” in the context menu (right mouse button).

Here we can change and adapt rules again and again.

See picture: (click to enlarge)

3. Create rule for e-mail in Outlook
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In the next dialog box, you can then specify which conditions must be met in order to have the e-mail moved to the new folder.

Here at least one rule must be activated for it to work. You can go into more detail under “Advanced Options” and further refine the whole. Once you have defined the folder and confirmed the two dialog boxes with “OK” comes a last window with the question whether the rule should also apply to all already in the inbox e-mails.

Since then I recommend to set the hook, and with “OK” to confirm because Outlook searches then all the inbox folder for these mails, and moves the relevant items in the selected folder.

See picture: (click to enlarge)

4. Define e-mail rules in Outlook
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We hope that we could provide you with this little guide a good help to bring more order in the daily e-mail chaos.

Now that we’ve created our folder, we can pick out an email from a recipient we like to receive more mail from and sort it out.

To do this, we go to the mail in the overview of the incoming mail folder and select “Rules”“Create rule” in the context menu (right mouse button).

Here we can change and adapt rules again and again.

See picture:

3. Create rule for e-mail in Outlook
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In the next dialog box, you can then specify which conditions must be met in order to have the e-mail moved to the new folder.

Here at least one rule must be activated for it to work. You can go into more detail under “Advanced Options” and further refine the whole. Once you have defined the folder and confirmed the two dialog boxes with “OK” comes a last window with the question whether the rule should also apply to all already in the inbox e-mails.

Since then I recommend to set the hook, and with “OK” to confirm because Outlook searches then all the inbox folder for these mails, and moves the relevant items in the selected folder.

See picture:

4. Define e-mail rules in Outlook
Anzeige
Fire TV Stick 4K mit Alexa-Sprachfernbedienung + Echo Dot (3. Generation)
List Price: € 119.98 You Save: € 25.00 (21%) Prime Price: € 94.98 zum Angebot*
Price incl. VAT., Excl. Shipping
*Zuletzt aktualisiert am 15. November 2018 um 8:17 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.

We hope that we could provide you with this little guide a good help to bring more order in the daily e-mail chaos.

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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

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*Zuletzt aktualisiert am 14. November 2018 um 22:22 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.

About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

Search by category:

Anzeige
LG G7 ThinQ Smartphone (15,47 cm (6,1 Zoll) FullVision LCD Display, 64GB interner Speicher, 4GB RAM, Einstellbare Notch, IP68, MIL-STD-810G, Android 8.0) Schwarz
List Price: € 459.00 You Save: € 35.00 (8%)  Price: € 424.00 zum Angebot*
Price incl. VAT., Excl. Shipping
*Zuletzt aktualisiert am 14. November 2018 um 22:22 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.
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