June 3, 2009


Every morning when you start your computer at work your Inbox is overflowing with lots of e-mails waiting to be sorted by you. Especially if you had holiday this task can be very annoying and time-consuming. For this problem Outlook offers little helpers for sorting, so-called rules. With this function Outlook sort your e-mails automatically. We’ll show you on an example how to do it.

You have subscribed to several newsletters? They often unnecessarily overcrowd your inbox. You can simply make a rule that every newsletter will be move automatically to a provided Outlook folder.

First, create in your Inbox (or Personal Folders) a subfolder with the name “newsletter”. To do this, click the right mouse button on the Inbox (or Personal Folders) - New folder and name it with newsletter.




Now you only have to fix the rules for this folder.
Click on the menu Tools and select Rules and Alerts. In the opening menu, click New Rule. Now you can decide, if you want to create new criteria for a rule or to use a template.

There are two useful templates:
- Move messages from from someone to a folder.
- Move messages with specific words in the subject to a folder.
For our example, the second template will do it.



Then click on the bottom of the dialog box on specific words. A new dialog box opens where you can enter specific words, which verifies incoming e-mails. In the subject of a newsletter you can often find the word “newsletter”. Also in our SYNCING.NET newsletter we write usually in the beginning of the subject “SYNCING.NET”.



Click OK to close the window and to save the settings. Now just select the desired folder in which the newsletter shall be sorted. To do this click on the link specific folder. Select the folder newsletter you created at the beginning. Then click OK – Finish and your rule is created.



Caution: The automatic transfer of messages is not always advisable. There is a risk that incoming e-mails disappear somewhere in the depths of your folder structure. However, Outlook also has a search function. This will be our next topic. See you next time on our blog!