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You are here: Home How to create rules in outlook 2013?

How to create rules in outlook 2013:

Folders are used for saving/storing the emails in the relevant folders. You may be using outlook for your personal emails or official emails and you get several emails personally or officially. You can create a folder for each person name or based on the context and set the RULES for those emails. When an email is about to arrive in the inbox, these rules place the emails in the relevant folders. You can set rules based on the person name, subject of that email, sent to etc., and you can also do the following.

  • Display in the New Item Alert Window
  • Play a selected sound
  • Move the item to folder

Different options for creating rules:

Move messages from someone to a folder
Move messages with specific words in the subject to a folder
Move messages sent to a public group to a folder
Flag messages from someone for follow-up
Move RSS items from a specific RSS feed to a folder

Display mail from someone in the New Item Alert Window
Play a sound when I get message from someone
Send an alert to my mobile device when I get messages from someone.

Apply rule on message I receive
Apply rule on messages I send


The important default folders like InBox, Sent Items, Deleted Items, Junk-Email, OutBox provided by Microsoft are explained below.

  • Inbox: By default, all incoming emails arrive inside this folder
  • Outbox: When email is sent, you can see the status of that email in Outbox. If the email has been sent, then it is stored in sent items folder. Otherwise, it stays in outbox folder
  • Sent Items: By default, all sent emails are stored in this folder.
  • Deleted Items: All deleted emails are stored in this folder. We can recover as and when required.
  • Junk E-mail: Outlook, by its anti-spam software identifies some emails as junk emails and those emails are stored in this folder. We can also avoid junk e-mails by specifying that email id as spam by using McAfee Anti-Spam MENU.

How to create rules in Microsoft Outlook 2013:

Example 1: How to create rules based on email ID

In the home menu, you can see a drop down box RULES in the group MOVE. Assume that you get frequent emails from your friend John. First create a folder under the default folder INBOX (or any other folder that you are interested). Place the cursor on the INBOX and right click. A menu is opened. Click new folder. Type the name of the folder as JOHN in the text box displayed. Highlight the cursor on John’s email in the INBOX. Click the drop down box RULES. A new screen is opened.

Under the header, when I get email with all of the selected conditions: Click the check box "From John"

Under the header do the following: Select the check box "Move the Item to the folder". Select folder "JOHN" by using the browsing option.

Click OK. A new screen "SUCCESS" appears. The new rule JOHN has been created.

If you have several emails from JOHN in your inbox, then click the check box "Run the rule now on messages already in the current folder". Click OK. This will search all emails of John from your inbox and place it in the folder JOHN.

Example 2: How to create rules based on subject in the emails

Assume that you are a java developer and searching for a job. You posted your resume on job boards and your title (subject in this context) is Java Developer. For that resume posting, you may receive several responses and when employer responds to your posting then you will receive subject as "Java Developer". So you can filter those emails on Java by using the following.

Create a folder called Java. Under the header, when I get email with all of the selected conditions In Subject contains text box: type Java

Other procedures are same as in example 1. When you get Java word as subject in your email in your inbox, automatically your emails are stored in the Java folder that you already created.


Creating Rules in Microsoft Outlook 2013

In the next section, we will explain how to use meeting, calendar, appointments etc.

How to send email in Microsoft Outlook 2013       How to create meeting and appointment in Outlook 2013

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