Tame your computer - manage your inbox beast

In her regular series for Cambridge Network members - now in its 15th year - software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she describes how to automatically move email messages from a particular company to a specific folder (Microsoft Outlook).

Roem tip time logo

Is your Outlook inbox an overstuffed, out-of-control beast or are you a neat and tidy person and store your email messages in separate mail folders?

Well, you may remember that you can change the setting so that when you reply to a message that is not in the Inbox, you can automatically save the reply in the same folder. (See tip 459 if you missed it.)

But if you have folders for specific companies, you might like to set up a rule to move new email messages from everyone in that particular firm to that specific folder. (With thanks to Emma for this week’s tip inspiration.)

Here’s how:

  1. On the Home tab in the Move group, click on Rules, followed by Create Rule.

  2. Click on Advanced Options.

  3. Select with specific words in the sender’s address.

  4. Underneath, in the Step 2 box, click on the specific words hyperlink.

  5. Type part of the company’s address and press ENTER twice (or click on Add followed by OK).

[[{"fid":"295347","view_mode":"default","fields":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"Roem rules wizard 1","field_file_image_title_text[und][0][value]":"Roem rules wizard 1"},"link_text":false,"type":"media","field_deltas":{"1":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"Roem rules wizard 1","field_file_image_title_text[und][0][value]":"Roem rules wizard 1"}},"attributes":{"alt":"Roem rules wizard 1","title":"Roem rules wizard 1","class":"media-element file-default","data-delta":"1"}}]]

6. Click Next.

7. Select move it to the specified folder.

8. Underneath, in the Step 2 box, click on the specified hyperlink.

9. Click on the folder you created earlier or click on New to create a folder “on the fly”.

[[{"fid":"295348","view_mode":"default","fields":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"Roem rules wizard 2","field_file_image_title_text[und][0][value]":"Rowm rules wizard 2"},"link_text":false,"type":"media","field_deltas":{"2":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"Roem rules wizard 2","field_file_image_title_text[und][0][value]":"Rowm rules wizard 2"}},"attributes":{"alt":"Roem rules wizard 2","title":"Rowm rules wizard 2","class":"media-element file-default","data-delta":"2"}}]]

10. Click OK.

11. If you want to apply this rule on messages in your inbox, click Next twice and tick the relevant check box.

12. Click Finish.

13. Click OK.

Next time I get a message from anyone in Microsoft (as if ;) it automatically goes into my Microsoft folder.

If you manage multiple mailboxes, go to Manage Rules & Alerts to apply the rule to other folders. (Perhaps I’ll write a separate tip about that at some point.)

Related tips

This tip is written for Microsoft 365 desktop apps and Windows 10 users, but might also be useful in Office 2010, 2013 and 2016. I meticulously test every tip I write to make sure it is correct, easy to understand and time-saving. Let me know if something isn't clear or doesn't work.

27 September 2021

Karen Roem offers software training and support through her company Roem Ltd.  Contact her by email (Karen@roem.co.uk) or visit her website at www.roem.co.uk


Looking for something specific?