Simplify Your Inbox. Focus on What Matters.
Managing emails doesn’t have to feel overwhelming. If your inbox is constantly flooded with newsletters, client messages, team updates, and system notifications, it’s time to let Outlook help you regain control.
With Rules & Automation, Outlook allows you to automate routine email tasks—so you spend less time sorting and more time doing what matters.
What Are Outlook Rules?
Outlook Rules are simple instructions you set to manage incoming (or outgoing) emails. Once you define a rule, Outlook will automatically perform the actions for you—no extra clicks needed.
For instance, you can:
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👾 Automatically send invoices to your “Finance” folder
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🌟 Highlight or flag important emails from key clients
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📥 Move daily reports to a specific subfolder
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🚫 Delete or archive promotional emails
✅ The goal? Stay organized and ensure no important email slips through the cracks.
How to Create a Rule (Simple Steps)
Right-click an email that represents what you want to automate.
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Click on Rules > Create Rule.
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Set your conditions, such as:
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“If it’s from this sender…”
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“If the subject contains this word…”
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Choose your action:
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“Move to folder…”
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“Mark as read…”
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“Play a sound…”
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Click OK—and you’re done!
💡 Advanced Users: Go to File > Manage Rules & Alerts to set up more complex rules and re-order how they run.
Bonus Tip: Use Quick Steps to Speed Up Multi-Step Tasks
Quick Steps in Outlook help you do multiple things with one click—great for repeat tasks.
Example:
💼 Create a “Client Follow-Up” button that:
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Opens a reply message with a preset template
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Moves the email to a “Follow-Ups” folder
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Sets a flag for tomorrow
How? Go to Home > Quick Steps > Create New, and customize!
Why It Matters for Business
✅ Save hours every week
✅ Respond faster to high-priority emails
✅ Improve your productivity
✅ Reduce inbox stress
If your business handles high volumes of email, setting up a few smart rules and automations can go a long way in keeping you and your team focused on what drives results.
Need a Hand? Tech911 Can Help.
Setting up rules might seem small, but it’s part of building a smarter, smoother workflow. Whether it’s automation, training, or full Microsoft 365 optimization, Tech911 is here to support your business growth—one inbox at a time.