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(NOTE: This post, which was first published in July 2010, is very popular. Obviously, a lot of you want help managing your overflowing inboxes and are turning to the Rules feature in Outlook to help you do that.)
If you are a heavy email user like me, chances are good that you subscribe to a lot of mailing lists. Unsolicited spam is one issue we battle in our inboxes, but perhaps more perplexing is the amount of email messages that we call “graymail.”
Graymail consists of all those newsletters, coupons, and notifications that can sometimes be useful, but aren’t the things that you want to appear at the top of your Inbox. For example, some of the graymail I regularly receive includes notifications from Netflix, sale flyers from a local outdoors retailer, and email from a food and wine discussion group.
I like to see what movie Netflix has shipped to me, or what is on sale at my favorite stores, but since these messages aren’t time-sensitive and I don’t need to reply, I don’t want them to appear in my Inbox. I would rather move the messages to a folder where I can browse them later.
Outlook 2010 makes it easy for me to sort emails that need attention from graymail. For example, when I received a shipping notification from Netflix, on the ribbon I went to the Home tab and then clicked Rules. Then I clicked Always Move Messages from: Netflix. The sender was suggested based on the message sender and recipients (if it was sent to people other than you).
For a destination folder, I selected my Notifications and Alerts folder so that all of my current and future messages from Netflix would go to that folder. I did the same thing for other companies that regularly send me messages about sales and events that I am interested in.
Now, I’ll never see another Netflix notification in my Inbox, but they are always available in my Notification and Alerts folder that I review at my convenience every day or two.
When I sign up for a new mailing list such as the Food and Wine list I am on I use this “Always Move” command to quickly create a rule that moves messages sent to that mailing list to a new folder I make specifically for those emails.
I hope this simple way to create rules helps you take control of your Inbox by moving graymail messages into their own folders and keeping only the most important messages in your Inbox.
Outlook Program Manager
More info on rules:
Outlook Best Practices: RulesOutlook 2010 can save your hide: Creating custom rules (Crabby's Daily Tip)Make the New Year great with a better organized Inbox Import or export a set of rules
yaronr: Sorry but there isn't any way to select or deselect all of the rules at once.
I get the functionality of "always move rules" but how do I get rid of some I don't want. They do not show up in my "manage rules and alerts" either on the taskbar or on FILE; "Mangage rules and alerts button". Clicking move, then the "always move" line, just links me to my folder list. I JUST WANT the rule GONE! Help.
I need help. I am trying to create a rule that forwards an email, based on subject line and sender, to a group of contacts. I have set up each of the contacts in my address book in Outlook, yet the rule continues to fail to execute. I am using MS Office Professional Plus 2010 as part of an Exchange installation. I am on version 14.0.6106.5005 for a 32 bit machine. I have searched through this blog. I have other rules that work fine, such as moving files to folders upon receipt, but forwarding continues to fail ... suggestions? Thx.
I have quite a few rules, but one I am constantly having to edit. Right now, I have scroll down through my rules list to get to it. How do I move that rule up to the top of the list?
I am happy to find your distinguished way of writing the post. Now you make it easy for me to understand and implement the concept. Thank you for this post. Keep it up.
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Is it possible to filter a group name like accounting to a folder called accounting. That way you can keep track of the email sent to that group name. Eudora pro used to have what they called Nicknames. Emails to a specific name would be placed in the folder you picked automatically. Anyh suggestions appreciated
Another questions involves rules. I have about 300 currently. If a contact changes their email is it possible to quickly search and change a rule?