How To Manage Outlook Rules - Best Practices - 2023 | Efficiency 365

Manage Outlook Mail Efficiently! Set rules for your outlook which will automate the mailbox as per your requirement while eliminating the manual work.
#efficiency365 #outlook #rules #mail
Contents 📚
00:00 - Introduction
00:30 - Common mistake
01:33 - Create a rule - only to me
04:15 - Run rules now
04:50 - Group on category
05:20 - In TO with others
05:39 - Rules troubleshooting
07:08 - Run rules for all mails
07:40 - Mails from boss - popup
09:30 - Create rules in browser version
10:24 - Explore all conditions and apply
Buy Dr Nitin's latest book
-----------------------------------------
Efficiency Best Practices for Microsoft 365
130 best practices everyone must know
Work Smarter, Grow Faster
s.efficiency365.com/bk
Dr Nitin Paranjape is the pioneer in maximizing work efficiency in a modern work scenario.
Dr Nitin's Office Masterclass
----------------------------------------------
hi.switchy.io/mms
Online Courses by Dr Nitin Paranjape
--------------------------------------------------------------
Pivot Table Advanced - s.efficiency365.com/ptyt
Excel to Power BI - swiy.io/uxlpbi
Learn more from 1000+ blog articles by Dr Nitin Paranjape
Efficiency 365 blog: efficiency365.com/blog
LinkedIn : / nitinparanjape
Twitter : / drnitinp
Production
--------------------
Music and Effects: elements.envato.com/
Created using Adobe Premiere: www.adobe.com/in/creativeclou...
AI based captions: videoindexer.ai (Microsoft service)

[@c.e.bingham2079]

I have been using rules to help manage my email for many years but I larned something new from your presentation. Great content as always. Thanks for sharing and keep up the good work.

[@efficiency365]

Thanks @c.e.bingham2079. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@pierrebodart4577]

Excellent ! as usual, Outlook efficiencÿ, YES !

[@efficiency365]

Thanks. One more rules related video coming tomorrow...

[@brandonwest6193]

Great tips! I use conditional formatting for distinguishing importance and emails from VIPs. I don't think I can group my inbox by conditional formatting though, so rules with categories has some benefits.

[@efficiency365]

Thanks @brandonwest6193 That is correct. Category based grouping is useful. Furthermore, one mail can have more than one categories - which makes it more versatile. Watch this latest video about Email Management - kzbin.info/www/bejne/mqDCamOias-fatE Check out my other best practices videos as well. Efficient Tasks Management using the New Planner 2024 - kzbin.info/www/bejne/oZjboq16nteqZ9E Microsoft Teams Meetings - 16 Best Practices - kzbin.info/www/bejne/omSlp6RjfpWbr5Y Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@edwinreyes3998]

just what i was looking for, thank you!

[@efficiency365]

Thanks @edwinreyes3998 Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Task Apps Comparison: kzbin.info/www/bejne/jJq6e3ywgrWEkMk Teams Meeting - Agenda, Action Points, Notes - kzbin.info/www/bejne/oWHXaZKjg9CAetk Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@dimitririesen]

Thx for your work You are awesome

[@efficiency365]

Thanks @dimitririesen. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@vroonztapes]

this is helpful, thanks!!

[@efficiency365]

Thanks @vroonztapes Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Teams Meeting - Agenda, Action Points, Notes - kzbin.info/www/bejne/oWHXaZKjg9CAetk Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@CARohanAgarwal]

Waao, so nicely explained and so easy to understand. Kudoss to you.

[@efficiency365]

Thanks. These features are there since 30 years. Still people do not use these properly. But once you know, you have full control.

[@sudhakarnote]

super sir. i am a big fan of yours

[@efficiency365]

Thanks @sudhakarnote. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@sudhakarnote]

@@efficiency365 sir.. Excel best practices link please..

[@efficiency365]

I have Excel top 10 settings video - kzbin.info/www/bejne/rInVo4uagN59fM0 Excel Top 10 video coming up soon...

[@user-zk3kl1ef4h]

This video is great! How do we see these rules and categories on the outlook mobile app?

[@efficiency365]

Thanks @user-zk3kl1ef4h. Categories are visible on mobile app. You cannot create rules on mobile. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Word Tables Best Practices - The ultimate guide - kzbin.info/www/bejne/q5audHuug7qCoaM Cheers. Doc.

[@YahyaMarei]

🎯 Key Takeaways for quick navigation: 00:29 📧 *Outlook Rules automate actions based on conditions, including applying categories and exceptions.* 01:57 🚫 *Avoid automatically directing emails to folders using rules; it can lead to overlooking important messages.* 03:24 🎨 *Use color categories in Outlook to visually identify important emails based on specific conditions.* 04:20 🔄 *Run rules on existing emails to apply changes retroactively, but be cautious with large mailboxes.* 05:51 ⚠️ *Prevent duplicate rule application by ordering rules strategically and using "Stop processing more rules" option.* 07:21 🌐 *Create rules without specific conditions to apply actions universally, such as disabling notifications for all incoming emails.* 08:50 🔔 *Customize rules for specific individuals, like setting up pop-up notifications for emails from important contacts.* 10:16 🖥️ *Be aware of client-only rules that run only when the Outlook desktop is on, and explore exporting/importing rules and running them on different folders.* 11:16 📅 *The Out of Office Assistant in Outlook is essentially an inbox rule; use it to set automatic responses during specified periods.* Made with HARPA AIGI

[@efficiency365]

Thanks @YahyaMarei Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Task Apps Comparison: kzbin.info/www/bejne/jJq6e3ywgrWEkMk Teams Meeting - Agenda, Action Points, Notes - kzbin.info/www/bejne/oWHXaZKjg9CAetk Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@madwhitehatter]

Many rules won't run in the desktop client, so you should make them in the web. Because your mobile won't show you the folders by default, i only send ads i want to a folder.

[@efficiency365]

Sure. Most rules were created in the older era... so they happen to be Client only. It is time to relook at all rules and move them to cloud as far as possible.

[@madwhitehatter]

@efficiency365 I keep some on the desktop. It is just if there is a chance I want to see the emails from mobile, I'll use the desktop client to move them. If I don't want to see them, I use the cloud.

[@efficiency365]

Yes that is a good approach.

[@guymauve0]

Hello when I set up my OOO, some people do not receive my mails ? How is it possible ? Second question : how can I do to force to send the OOO even when the expeditor already sent letters a mail during my absence ? Thanks for your help

[@efficiency365]

Thanks @guymauve0 Ask them to check the Other folder. I don't understand the second question. Pls explain. Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Teams Meeting - Agenda, Action Points, Notes - kzbin.info/www/bejne/oWHXaZKjg9CAetk Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@andrewagnoli1716]

I must be doing something wrong. I have followed the steps but still seem to be getting my emails put into two categories. Any suggestions please? I have ticked the stop processing other rules box on all rules set.

[@efficiency365]

Sure. When you ran it for the first time, the categories were set. Before you try out the version with "Stop processing more rules", you have to manually clear categories where they were erroneously applied.

[@ShOookYx]

I use it long time and it didt have client only but it never run automaticaly u have every time to go and click run this rule ..do u know why this happend ?

[@efficiency365]

Thanks @ShOookYx Check out my other best practices videos as well. Efficient Tasks Management - kzbin.info/www/bejne/rH2poYqMm7qZh5o Teams Meeting - Agenda, Action Points, Notes - kzbin.info/www/bejne/oWHXaZKjg9CAetk Microsoft Teams - 15 Best Practices - kzbin.info/www/bejne/jWm4l6uVr9N-rqs OneDrive Best Practices Part 1 - kzbin.info/www/bejne/emi9o5mmnbxnrNE Part 2 - kzbin.info/www/bejne/pHfbZ4yHrchgmJY Smart and Effective Email - 5 powerful ways - kzbin.info/www/bejne/bH-od4aDpq2ah6c Outlook Calendar Best Practices : Part 1 - kzbin.info/www/bejne/favWgqGbmM90h9E and Part 2 - kzbin.info/www/bejne/ppLHfHturthoedU OneNote - Best Practices - kzbin.info/www/bejne/o16XcoxnmLKcbtU Microsoft 365 Best Practices - kzbin.info/www/bejne/oYemkIyZgZqCmLc Cheers. Doc.

[@ShOookYx]

@@efficiency365 this is not answer my question Also i need to know how to organize my sent folder

[@efficiency365]

Apologies. Forgot to answer your query. Rules run automatically by default. In the Rules dialog, make sure it is selected. If it is a (Client Only) rule, Outlook desktop should be open when the mail arrives. Look at the order of rules and use of Stop Processing More Rules option selected for one of the rules above this rule. Another method - Rules Dialog - Options - Export - save the file. Delete all Rules. Restart Outlook. Import rules from the file you just saved.