Microsoft Outlook is the most popular email solution among businesses and businesses. When it comes to consumers, Outlook lags far behind Gmail. Outlook mail comes with 15 GB of space by default to fill it up. With the amount of marketing or banking ads and other junk material we receive, it’s easy to lose those important emails from your sight. You can avoid this situation by archiving less necessary emails and deleting spam and promotional messages.
If your Outlook Inbox feels slow or behaves strangely, you need to archive or delete irrelevant emails. Manually archiving emails can be a time consuming and exhausting process.
Microsoft provides Focused Inbox functionality but is limited to filtering relevant emails to users. Another useful addition is Outlook Rules. It’s the IFTTT version of Outlook. With Rules, one can create multiple automations to move certain emails to archive or delete message sections.
In this post, we will walk you through the Outlook Rules function and we will create some rules to automatically archive emails from Outlook. The post will also cover another additional Outlook trick to unsubscribe from irrelevant emails from one place. Start.
Create automatic archiving rules from email
Outlook Rules functionality is only available for Outlook Mac, Windows, and Web. You cannot access the Rules function on mobile devices. For this post, we will be using Outlook web because it works the same on all platforms.
Step 1: Open Outlook web and sign in with your Microsoft account credentials.
Step 2: Select an unrelated email and open it.
Step 3: Tap the three-dot menu and select Create Rule.
Step 4: Create a rule to move messages from the sender to the Archive folder.
Then all emails from the sender go directly to the archived inbox. You can still access them from the Archive in folders menu.
Create automatic archiving rules from Outlook settings
The trick mentioned above moves all the emails from the sender to the archives. What if someone wants to archive an email with a certain subject or keyword from the message body?
For example, I’m tired of loan offers, coronavirus updates, or any other junk marketing from my bank. However, monthly bank statements and credit card bills are the ones I refer to frequently. If you have similar interests in the subject or subject matter, follow the steps below to establish some rules.
Step 1: Open Outlook web and go to Settings.
Step 2: View all Outlook settings and it will pop out the dedicated settings menu.
Step 3: Select the Rule option and select Add New Rule.
Step 4: Let’s name it Banking Rules and add a condition.
Step 5: Add keywords that are no longer relevant to you, I added message phrases like Loan, EMI, etc.
Step 6: Create a rule to move all emails to the Archive folder and hit save.
Now, whenever you receive emails with keywords Loan, EMI or Important, they are automatically moved to the Archive folder.
Let’s create another useful rule. Shall we? Every company out there is sending coronavirus related emails to users. While I applaud their efforts, I sometimes get tired of reading the news about the deadly virus every day. With the help of Outlook Rules, you can automatically archive those messages before it catches your attention.
Step 1: Open Outlook web and navigate to Settings > Mail > Rules.
Step 2: Name the new rule ‘Coronavirus’ and add a condition.
Step 3: Add conditions like the message body contains keywords (Like Corona virus or COVID-19) and move those emails to the Archive folder.
I have created dozens of Outlook Rules. It’s a powerful function and the possibilities are endless. Here is how I use it. Whenever I go on vacation, I create a rule to move all incoming emails to the ‘While Traveling’ folder to make sure they never disturb me during family time.
Some sketchy companies keep sending spam in my Outlook Inbox. They gave me no choice but to create an automatic deletion rule to delete those emails.
Unsubscribe email sender
The auto-archive function is useful when you want to keep your inbox clean of bogus emails. But if you want to completely stop receiving emails from the sender, you must use the unsubscribe function from receiving emails.
However, finding the little unsubscribe button in every message can be time consuming and boring. Thankfully, with Outlook Web, you can see all the people who send emails with the unsubscribe button in one place.
Step 1: Open Outlook web and go to Settings.
Step 2: Navigate to Mail > Subscriptions.
Step 3: Here, you will see a list of email senders with a large unsubscribe button.
Step 4: Unsubscribe the unnecessary ones from the menu and you can also tap the three-dot menu to block the sender.
I use this feature once a quarter to remove irrelevant emails from the list.
Keep your email inbox clean
Microsoft Outlook has great Rules functionality. You can use it to automatically delete, automatically archive incoming messages, move them to different folders within a certain time, and even unsubscribe unnecessary senders from the menu. It improved my email experience by a mile. How do you plan to use Outlook Rules? Turn off the sound in the comments section below.
Next: Looking to upgrade your Outlook experience? Read the post below to find the 15 best Outlook keyboard shortcuts for Windows and Mac.
Categories: How to
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