Setting up inbox sweep/sorting rules (Move to Folder)
*For best results, use the web-application when creating rules!
1: Navigate to https://www.office.com/ then login. Go to “Outlook email”
2: Click the gear icon at the top right, then left click options
3: Left click “Mail” on the left column, then click “Rules”
4: Click “+ Add new rule” to add a new rule
5: Insert a “Name” for the inbox rule (I am creating one for CME Team), then select a condition. There are several options (ie: attachments, email size, Subject contains “these words” etc.). I am selecting “Received from…” for this example, which will filter all emails from selected individuals or groups.
6: Input the name of the individual or group. You are able to select multiple people and groups for each condition. When using the “From” condition, you may receive an alert when applying to multiple people. If you want to sort all emails within a specific department, then consider two rules for “From” and “To” in order to capture all communications to and within a department.
7: [Optional] you can add multiple conditions to sort emails according to a variety of criteria.
8: Left click “Add an action” then select what action you want to happen when an email meets your specified conditions. I will be using “Move message to folder” for this example.
9: If needed, you can left click “Create a new folder.” Select the folder you want emails to be redirected to, then click “OK”
10: [Optional] You can “Add exception” conditions. These do the opposite of steps 5 and 6, and can be useful depending on your other rules. i.e.: exception for emails with attachments. A 2nd rule has a condition to filter ‘all’ emails with attachments to a folder). If exceptions are needed, then consider checking the “Stop processing more rules” box. I will not be using exceptions for this example.
11: Select “OK” near the top to save the inbox rule. You may receive a warning prompt about rules and scripting. This warning is not relevant to most users.
DONE! You now have an email sorting rule added. Here are some suggestions for what you can sort: Supervisor/boss; your Department; Production rooms according to Dryer Room.