The function of Rules


The function of Rules, within Microsoft Outlook, is a new feature to me that I only learned about this week. However, I have already went through and added a TON of rules to my work email in outlook. Anyone that works in an office knows that coming into work on a Monday after a long weekend, or taking a few days off, means that your email account is slam FULL of emails with varying degrees of importance. I just added rules to throw all emails with “weekly report” in the subject line into my weekly report folder along with any “external email” (meaning an email from outside the company) into a folder all by themself.

Testing the rule is awesome as well, especially for someone new to creating rules, to see which emails will be affected by the rule that is created to see if the rule will have the effect that the creator is intending with it. I am not seeing any precautionary reasons to avoid deleting rules, however, deleting a rule or temporarily disabling them could be useful when you are planning on changing or deleting a folder and do not want any new emails going into that folder while you work on editing the rule to have emails go into a new folder.

Lastly, quick steps are great for repetitive tasks, like always forwarding an email to a certain individual, you can set up the “Forward to Manager” so you do not have to go in and hit “forward” on each email then type in the person’s email address every time. You can easily hit forward to manager and it goes right to the designated person(s) in one click. Or if you did not set up a rule, and you often move emails to a folder it can have a button to move emails into a folder without having to right click on each email and go to “move” and selecting the folder. They are just quick and easy buttons to execute tasks to save time.

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