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Outlook Online - Automating email processing with rules Tutorial

In this video, you will learn about automating email processing with rules in Outlook Online.
The video covers how to create rules to automatically perform actions on incoming or outgoing messages based on specified conditions.
You can categorize emails, redirect them to specific folders, and perform multiple actions within a single rule.
This will help you organize your inbox faster and make your daily use of Outlook Online easier.

2:35
1956 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to create and manage rules in Outlook Online to streamline their email organization and enhance productivity.

Chapitres :

Introduction to Outlook Online Rules
Outlook Online allows users to create rules that automate actions on incoming or outgoing messages based on specified conditions. This feature is particularly useful for organizing your inbox and managing emails efficiently.
Understanding Rules
A rule in Outlook Online is an automated action that the platform performs on emails based on criteria you set. One of the most practical rules is the automatic categorization of emails, which helps in organizing your inbox effectively.
Creating Rules: Method 1
The first method to create a rule is by right-clicking on a message and selecting the 'Create Rule' option. This allows you to redirect emails from a specific sender to a designated folder with just a few clicks. After making your selection, validate and save your choice. You can also choose to apply this rule immediately to your Inbox, affecting emails received before the rule was created.
Creating Rules: Method 2
The second method involves creating a rule from scratch. To do this, click on 'Settings' at the top right of your screen, then select 'Rules' and click on 'Add New Rule.' Give your rule a name. For example, to categorize emails based on keywords in the subject or body, set the condition to 'Message body includes' and specify the desired keyword in the text field that appears.
Defining Actions and Exceptions
After setting the condition, define the action Outlook should take. For instance, you can choose to categorize the message under the 'Mark Message' section and select the desired category. You can also perform multiple actions within a single rule, such as moving the message to a specific folder. Additionally, you can add exceptions to the rule, for example, if the message is sent by a specific colleague.
Prioritizing Rules
When creating rules, it is essential to define your needs clearly. To prioritize a rule, check the 'Stop processing more rules' box. This ensures that only the selected rule is applied to relevant messages, even if they meet the criteria for other rules. Outlook allows multiple active rules, which can sometimes conflict with each other.
Saving and Managing Rules
Once your rule is defined, click 'Save' to validate it. You will return to the list of rules, where you can see that your rule has been activated. You can modify the rule at any time by clicking on the pencil icon or delete it if necessary. If you wish to disable the rule without deleting it, simply toggle the switch next to its name.
Conclusion
Creating and managing rules in Outlook Online can significantly enhance your email organization and productivity. By automating actions based on specific criteria, you can ensure that your inbox remains organized and that important messages are easily accessible.

FAQ :

What are rules in Outlook Online?

Rules in Outlook Online are automated actions that the application performs on incoming or outgoing messages based on conditions you set, helping to organize your inbox more efficiently.

How do I create a rule in Outlook Online?

You can create a rule by right-clicking on a message and selecting 'Create Rule' or by going to 'Settings', selecting 'Rules', and then 'Add New Rule' to define your own parameters.

Can I categorize emails automatically?

Yes, you can set up rules to automatically categorize emails based on specific keywords in the subject or body of the email.

What should I do if my rules contradict each other?

If your rules contradict each other, you can check the 'Stop processing more rules' box to ensure that only the selected rule is applied to the relevant messages.

Can I modify or delete a rule after creating it?

Yes, you can modify a rule at any time by clicking on the pencil icon next to it, or you can delete it if you no longer need it.

What happens if I disable a rule?

Disabling a rule will stop it from being applied to incoming or outgoing messages without deleting it, allowing you to reactivate it later if needed.

Quelques cas d'usages :

Organizing Client Emails

A marketing manager can create rules to categorize emails from clients based on specific keywords in the subject line, ensuring that important communications are easily accessible and organized.

Filtering Team Communications

A project manager can set up rules to automatically move emails from team members into designated folders, streamlining the workflow and keeping the inbox uncluttered.

Prioritizing Important Messages

An executive can create rules that categorize emails from key stakeholders, ensuring that these messages are highlighted and addressed promptly.

Managing Newsletter Subscriptions

A user can create a rule to automatically move newsletters into a specific folder, allowing for easier management of promotional content without cluttering the main inbox.

Handling Exceptions for Specific Colleagues

A team leader can set up rules that categorize emails from most team members but create exceptions for messages from a specific colleague, ensuring that important updates are not missed.

Glossaire :

Rule

An action that Outlook Online automatically performs on incoming or outgoing messages based on specified conditions.

Categorization

The process of organizing emails into specific categories for easier management and retrieval.

Inbox

The main folder in an email application where incoming messages are received and stored.

Settings

A section in Outlook Online where users can configure their preferences and manage rules.

Keywords

Specific words or phrases used to filter and categorize emails based on their content.

Action

The operation that Outlook performs on messages when a rule is triggered, such as categorizing or moving emails.

Exceptions

Conditions that exclude certain messages from being affected by a rule, such as messages from specific colleagues.

Stop processing more rules

An option that ensures only the selected rule is applied to relevant messages, preventing conflicts with other rules.

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You can create rules to make your

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daily use of Outlook Online easier

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or to organize your inbox faster.

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A rule is an action that Outlook

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Online automatically performs

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on incoming or outgoing messages

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based on conditions you specify.

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One of the most practical and commonly

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used rules is the one that allows a

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traumatic categorization of your emails.

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There are two ways to create these rules.

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The first method is to right click on a

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message and use the Create Rule option.

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This technique allows you

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to automatically redirect.

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Emails from the selected sender to the

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folder of your choice with just a few clicks.

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Once selected,

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validate and save your choice.

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You can choose to apply it

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immediately to your Inbox,

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which will apply your new sorting

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method to items prior to its creation.

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The second method is to create a rule

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from scratch without predefined parameters.

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To do this, click on Settings at the top

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right of your screen to open a panel.

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Under Rules, select Add New Rule.

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And give it a name.

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For this example, let's categorize

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certain emails based on keywords in

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the subject or body of the e-mail.

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To do this at the condition,

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Message body includes under the

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Keyword section of the drop down menu.

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In the text field that appears,

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specify the desired keyword.

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Finally,

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define the action to be performed by Outlook.

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For our example,

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we will choose Categorize

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under the Mark Message section.

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And select the desired category.

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It is also possible to perform

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multiple actions within a single rule,

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such as filling the message

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in a specific folder.

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In addition to adding a category,

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you can also add exceptions to a rule,

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for example if the message was

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sent by a specific colleague.

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There are multiple possibilities

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when composing rules,

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so be sure to define your

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needs before creating them.

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Finally,

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check the Stop processing more

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rules box to prioritize this rule.

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In Outlook,

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you can have multiple active rules

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at the same time and they can

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sometimes contradict each other.

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Checking this box ensures that only this

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rule is applied to the relevant messages,

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even if they meet the

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criteria for other rules.

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Once your rule is defined,

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click Save to validate it.

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You will then return to the list

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of rules where you can see that

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your rule has been activated.

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You can modify it at any time by

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clicking on the pencil icon or delete it.

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Lastly,

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if you want to disable this rule

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without deleting it, simply.

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Disable the swipe box next to his name.

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