Improve the "Manage rules and alerts" or there should be a rule like "Move after I read" the emails in Outlook 2016
The rules and alerts are powerful and very important in properly organizing Microsoft Outlook inbox. However it has been observed:
The User Interface is old. The dialog cannot be re-sized and managing many rules becomes tedious.
All the rules are not compatible between web version and desktop client even when the features are available on both. While not having some sounds or special events on the web version can be understandable, not being able to categorize the emails is annoying. It would be nice to have some "cleanup features" to review the rules. Also Creation of rules to automatic categorization events would be an added benefit.
We would love to see some improvements there like "Move after I read" emails in Outlook 2016.
Carol Friberg commented
There is a rule for permanent cc, but none for bcc.
I would like a blindcopy of all mails sent out. How do I define this? (Outlook 2016)
Jay Lyons commented
Allow a rule to be created to automatically permanently and instantly delete any mail sent to the the Junk Email folder
Carole WARGNIER commented
Be able to create a message rule so that only rejected meeting invitations appear in the mailbox.
Allow for outlook items to be manged by rules such as categorization, moving to folders, etc.
Desperately need a feature to run created rules to run on specific folders, either when an email is added to it or triggering to run at a set amount of time.
For instance: I created a few rules to handle emails in the spam folder (because as of late, some of my emails from safe senders are being placed into the spam folder and Microsoft doesn't spam nefarious spammers) that would automatically categorize emails and delete them based on domains and keywords in the message headers. However, due to the lack of automatically executing rules in custom folders or the junk folder, I have to run the rules manually on my pc. The rules also aren't available for the web version of outlook.
I would like a way to run Rules on the Junk folder automatically because Microsoft/Office's team can't or don't care about the influx of spam.
My spam folder also seems to get regular safe sender emails placed there and it gets tedious to look through hundreds of spam emails a day cause Microsoft doesn't do anything to help with the spam.
I get hundreds of emails from the same domains that are spam and should not be allowed to make it to my email account but somehow it ends up in the junk.
Microsoft needs to block known spam domains on the server end, such as emails from vertical-aff.com, olva.xyz, usersoffers.online. There is no way currently to block block these emails from ever showing up because wildcards aren't allowed for after @ sign random character substrings.
So instead of using the Outlook (web) which is super limited, I switched to Outlook 2016 but soon found out Rules aren't run automatically on the Junk folder, which is stupid.
I'd like to be able to send incoming email to OneNote based on certain criteria e.g. sending address or subject.
Enable rules to automatically forward meeting invites to another email address.
dont sent me updates commented
Currently when you want to create a rule based on an email's specific characteristics you have to create a brand new rule, even if it has elements similar to an existing rule (e.g. a new user from the same domain, or a new subject line from the same email address). Otherwise you have to copy the the elements manually, go into the Rule Wizard, and add the features to the existing rule. I'd like to request a new option in the drop down menu similar to the "Create Rule", that allows users to "Filter based on existing rule" or something like that, which allows you to open the rules wizard, select the relevant rule and add the email directly using the rules from there.
Denis Payne commented
Exchange mailbox Inbox Rules should be recoverable as is the case with emails and mailboxes.
The Outlook.exe /cleanrules switch needs to be altered so it DO NOT delete Inbox rules from shared mailboxes.
One user ran this command, and it wiped out 100's of Inbox rules from the shared mailboxes she has access to.
At least provide a warning prompt that the /cleanrules will delete rules from ALL mailboxes which Outlook has access to.
Instead of updating several rules with the same action one at a time you should be able to select multiple rules (criteria) and apply the same action.
Nick Vuono commented
For security purposes there are certain classes of mail (e.g. any mail from external senders) managed by condition filters where my preference would be to automatically convert the emails to plain text before moving to a particular folder. My current workaround requires sending all of these mails to the 'junk mail' folder which displays as plain text and then also checking the boxes to display alerts so that I don't miss anything that isn't actually junk.
Curt Hamlin commented
Getting the incompatible version message "There are rules created with a different version of Outlook or Outlook Web Access that are not shown". This is ridiculous and just started to happen. There are a LOT of rules that are not shown in outlook. In the OWA, some of the rules that I had are not missing.
Add options to move emails from inbox to a different folder that are older than x days, read/unread, etc
Guy L Adams commented
How about making my not new idea come true? Make it possible to alphabetize Outlook rules with a click of a button? I am paying $100 a year for a MS Office subscription and I have to move each rule up and down manually? Really? It's kind of embarrassing if you think about it. Microsoft is primarily a software company. This feature should be no-brainer for them. And while we are on the subject, it would be NICE (and useful) if Microsoft would not limit the number rules I can create. Come on Microsoft, are you guys helping us, or just creating more work and frustration for us to manage?
There used to be an option to create a rule that would color the font of an incoming email. For instance, I had a color assigned to any email that went directly to me (not to me from a distribution list). I also had another color assigned to any email from my direct supervisor. The organize square is not very visual, so either coloring the background or the font in the preview pane to the left would be much better.
ERIN WELSH commented
I'd like there to be an option in the rules to automatically save attachments from email that meet a certain criteria and then delete the attachment from the email. There is no automated way to do this without some knowledge of VBA or Flow scripts.
When setting parameters for things to check in a rule, I would like to specify something like "spam words" and have it apply to "Spam Words" "SpAm wOrDs" etc.
Renee McMaster commented
Add a file number field/make it so that you can make a rule that that email goes to a folder with the corresponding file no. Ie. Email to Mr. Smith goes on file no. 1234. Email gets autofiled to folder called "1234". Have option for this field to only show internally.
An option already exist to mark as read emails when you delete them manually but not when it's the rule which do that.