How To Manage Outlook Rules - Best Practices - 2023

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

Рет қаралды 9,452

Күн бұрын

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
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Production
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Music and Effects: elements.envato.com/
Created using Adobe Premiere: www.adobe.com/in/creativeclou...
AI based captions: videoindexer.ai (Microsoft service)

Пікірлер: 34

@c.e.bingham2079 Жыл бұрын

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 Жыл бұрын

Thanks @c.e.bingham2079. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@brandonwest6193 Ай бұрын

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 Ай бұрын

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 - kzfaq.info/get/bejne/mtWPbJOdmtDQZKM.html Check out my other best practices videos as well. Efficient Tasks Management using the New Planner 2024 - kzfaq.info/get/bejne/oc2opN11ztjbYaM.html Microsoft Teams Meetings - 16 Best Practices - kzfaq.info/get/bejne/oplyqdRerpbMqWg.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@pierrebodart4577 Жыл бұрын

Excellent ! as usual, Outlook efficiencÿ, YES !

@efficiency365 Жыл бұрын

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

@edwinreyes3998 8 ай бұрын

just what i was looking for, thank you!

@efficiency365 8 ай бұрын

Thanks @edwinreyes3998 Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Task Apps Comparison: kzfaq.info/get/bejne/jM-Hfayrsra1ips.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@dimitririesen Жыл бұрын

Thx for your work You are awesome

@efficiency365 Жыл бұрын

Thanks @dimitririesen. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@vroonztapes 10 ай бұрын

this is helpful, thanks!!

@efficiency365 9 ай бұрын

Thanks @vroonztapes Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@CARohanAgarwal 10 ай бұрын

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

@efficiency365 10 ай бұрын

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

@user-zk3kl1ef4h Жыл бұрын

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

@efficiency365 Жыл бұрын

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 - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@sudhakarnote Жыл бұрын

super sir. i am a big fan of yours

@efficiency365 Жыл бұрын

Thanks @sudhakarnote. Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Word Tables Best Practices - The ultimate guide - kzfaq.info/get/bejne/q8t7dqups7uzm3U.html Cheers. Doc.

@sudhakarnote Жыл бұрын

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

@efficiency365 Жыл бұрын

I have Excel top 10 settings video - kzfaq.info/get/bejne/rL6ipbuVsN-udp8.html Excel Top 10 video coming up soon...

@guymauve0 9 ай бұрын

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 9 ай бұрын

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 - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@YahyaMarei 6 ай бұрын

🎯 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 6 ай бұрын

Thanks @YahyaMarei Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Task Apps Comparison: kzfaq.info/get/bejne/jM-Hfayrsra1ips.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@andrewagnoli1716 Жыл бұрын

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 Жыл бұрын

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.

@madwhitehatter Жыл бұрын

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 Жыл бұрын

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 Жыл бұрын

@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 Жыл бұрын

Yes that is a good approach.

@ShOookYx 10 ай бұрын

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 10 ай бұрын

Thanks @ShOookYx Check out my other best practices videos as well. Efficient Tasks Management - kzfaq.info/get/bejne/rLJ2o7qHy7vKgWw.html Teams Meeting - Agenda, Action Points, Notes - kzfaq.info/get/bejne/oZaka8Kes9GxdKs.html Microsoft Teams - 15 Best Practices - kzfaq.info/get/bejne/jZ6FmduQ39SvqH0.html OneDrive Best Practices Part 1 - kzfaq.info/get/bejne/ep2Kpcmhzb2YpqM.html Part 2 - kzfaq.info/get/bejne/pKyoabyC3cmRkmg.html Smart and Effective Email - 5 powerful ways - kzfaq.info/get/bejne/bLR1ebZ-1q7LgXk.html Outlook Calendar Best Practices : Part 1 - kzfaq.info/get/bejne/feCjhNGWyNClgaM.html and Part 2 - kzfaq.info/get/bejne/pseUfqtp3tmZc6c.html OneNote - Best Practices - kzfaq.info/get/bejne/o5NkdLxiyLPNaKc.html Microsoft 365 Best Practices - kzfaq.info/get/bejne/obxzkryUsZuzkok.html Cheers. Doc.

@ShOookYx 10 ай бұрын

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

@efficiency365 10 ай бұрын

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.