My Outlook inbox was a mess before I used these 3 tricks

Nobody likes email, but none of us can live without it. If you find yourself struggling to manage incoming emails, you have found these three tips to be very helpful.

Whether you want to move messages automatically, perform multiple actions with a single click, or make emails that need attention stand out among the rest, these Microsoft Outlook Tips Have you covered?

Use rules to organize incoming emails

To organize emails as they arrive, you can set up rules in Outlook. So, you can move an email to a folder, mark one for follow-up, mark a message as read, and more. The best part is that it is all done automatically.

Step 1: go to the residence tab, select Grammar drop down arrow, and choose Create a rule.

Step 2: In the box that opens, you have a few quick options that you can choose from for the specific email.

For status, you can choose from sender, subject line, or send to a specific email address. For the action, you can choose between displaying the alert window, playing a specific sound, or going to a folder.

Step 3: If what you see in the box fits what you want to do, just check the boxes for the conditions and actions you want and choose yes.

Create a rule box in Outlook.

Use advanced rule

Alternatively, you can choose from a larger set of conditions and actions if you like.

Step 1: Choose Advanced Options in the Create rule box.

Step 2: You can then choose from more than 30 conditions such as whether the email is marked as important, has an attachment, or an auto-reply.

Check the box(s) for the conditions you want to use and then select the associated text in blue to complete the variables. Choose next one.

Available terms for an Outlook rule.

Step 3: You will then see about 20 actions you can take. Do the same by checking the box(s) for the action(s) you want to use and selecting the blue text to fill in the necessary details. Choose next one.

Actions available for an Outlook database.

Step 4: If there are any exceptions to the rule you want to add, you can do that next. Check these boxes, complete the blue text details, and choose next one.

Fifth step: Finally, give the rule a name, decide whether or not you want the rule to run immediately, and choose ending.

Final steps to finish setting up an Outlook rule.

Once you set up your rule, you can relax and let Outlook organize your incoming emails for you. By spending just a few minutes creating a base, you can save time in the long run.

To view, edit, or remove a rule later, go to residence > Grammar > Manage rules and alerts.

Set up quick steps for repetitive tasks

Outlook offers a feature They are called Quick Steps which can speed up the tasks you do over and over again. Similar to the rules, Quick Steps let you choose one or more actions you want to perform on an email message. But instead of performing these actions automatically, you can handle them yourself with the click of a button. In addition, you can perform several actions at the same time.

go to the residence tab and check out Quick Steps square in this part of the bar. You will see several actions such as Move To, Reply and Delete, and Done.

Predefined Quick Steps in Outlook.

You can use one of the predefined quick steps by selecting it and completing the required details. For example, you can choose Transfer to, choose the folder, and optionally mark the email as read. Choose Memorizes.


Then to use Quick Step on an email in your inbox, select the message and choose File Transfer to Quick step.

Create your own quick move

If you want to create your own quick move, it only takes a minute.

Step 1: Choose new creation new creation in the Quick Steps section of the ribbon.

Step 2: Next, name the quick step and use the drop down box to select the action you want. To perform more than one, choose Add work and select Next.

Create a custom quick step in Outlook.

Step 3: Once you have all the actions you want, choose ending.

To use Quick Step when an email arrives in your inbox, select the message and click its name in the Quick Steps box. You can also right-click on the email and go to Quick Stepsand choose the name from the pop-up menu.

Quick steps in the ribbon showing the custom option.

If you want to perform several actions on an email message at once, Quick Steps is a real time saver.

To view, edit, or remove a quick step later, go to residence > Quick Steps > Quick Steps Management.

Make emails pop with conditional formatting

Conditional formatting is one of the useful inbox management tools in Outlook. With it, you can make some of the emails that arrive with a specific font style, size or color. This is a great way to get your attention to the messages you need most.

Step 1: go to the Opinion tab and select Show settings On the left side of the bar.

Step 2: pick or pick Conditional Format in the popup window.

Step 3: You will see some default conditional formatting rules that are already set up for you such as unread messages and delayed emails. To create your own, select Add.

Add a conditional formatting rule in Outlook.

Step 4: At the bottom of the box, name the conditional formatting rule. Then choose File Line To select the style, size and color in the next pop-up box and choose yes.

Font options for conditional formatting in Outlook.

Fifth step: Next, choose File condition button. You will see three tabs in the next pop-up box to set up your conditions.

  • Messages: Enter keywords, choose an email address from or sent to, or choose a time frame.
  • More options: Select a category, choose read or unread items, have or no attachments, are marked with priority, or another option.
  • advanced: Set up custom criteria and choose fields for conditions.
Outlook conditional formatting rule setting options.

Step 6: When done, select yes To save and close subsequent popups.

Now, you will see those emails with the terms you chose and the font you selected appear quickly, making it very easy to spot them in the thread.

To view, edit, or remove a conditional formatting rule later, go to Opinion > Show settings > Conditional Format.

If you are looking for a new way to manage your emails, Outlook offers these features to help you keep your inbox under control. It may take a few minutes to set up, but it’s worth the time you’ll save later.

For more, take a look at how to do it Set up an out of office reply in Outlook.

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