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.
Lewis Eigen commented
I am using the rules to control spam and many other functions. I often have many words or addresses in a particular rule. However it is very difficult to find whether or not I have a particular entry in that rule already if I want to delete a user from the rule or even find out if that term is in there. All you have to do is sort alphabetically rather than by date/time of entry. I see no function of the latter but if there is, give us an option for the sorting.
This only effects those of us who really use the rules a lot which from my small office sample is only 20 percent.
Sherri Cook commented
Option when making a rule, to select number of days when rule applies after e-mail is received in order to be able to read the e-mail in your inbox before it moves to a folder or subfolder ex. next day, 7 days later, etc.
If I create a rule and use one of the 'with specific words' conditions, I can add multiple words. However, when I add more than one word, Outlook automatically assumes I want to use the logical OR. Sometimes I want to use the logical AND.
Please add a possibility to choose between logical AND and OR per word.
My office uses an online system for student's to schedule appointments that syncs to my Outlook calendar. It would be great if there were a way to use rules (similar to those with email) to automatically categorize/color code these appointments on my calendar. (All student appointments that sync to my calendar start with the same description so it would be relatively easy to use "starts with ___" as the foundation for the rule.)
Hi, synchronization for email rules, can be done in background, it is so pity to wait the update :)
Lowell Picklyk commented
Yes, this is sorely needed. I'd like to have the option to sort alphabetically, to select multiple rules and drag them up or down, to search for a particular rule, and to expand the rules window as it's stuck in a decades-old UI control.
I have rules set on my computer to send certain incoming emails to their own folders. If I have read the emails on my phone or tablet first, they no longer get sorted and I have to "run rules now" to tidy up my inbox.
To learn more about using rules in Outlook, see Manage email messages by using rules.
1.Click the File tab.
this second option is not available in outlook 2016
2.Click Manage Rules & Alerts.
4.Do one of the following:
## Import rules
i.Click Import Rules.
ii.Select the rules file that you want to import.
If you want to import a file that contains rules other than those in the Rules and Alerts Wizard, such as rules that are compatible with previous versions of Microsoft Outlook, click the file type in the Files of type list.
Darren West commented
Whilst you can create a rule for "sent to people or public group" this will not fire when the specified address appears in the CC box.
The only CC option assume my name; but I need to filter\categorize all email that is copies this wider group.
90% of my junk mail can be tracked to:
Konstantine lobzhanidze commented
I create new rule, which is sent only to GROUP and move in to specified X Folder. you have some rule like this, but with this rule, mail is going in specified X folder also, when This group is in CC field or in TO Field with some contact also.
I want only, when sent to GROUP rule.
I think a possibility to operate rules by a time schedule can be helpfull in some cases.
That means a rule operates no by arriving of an e-mail, but it operates every day, or every hour or every 10 minutes.
That will helps to organize your personally mailbox if you have no acces to the exchange server
Cristiano Ferrari commented
Please introduce a way to manage rules in a simpler and more functional way.
Simplifying the search (I.e. by field, email addresses included...) and the organization, make it possible to categorize them.
Finally, synchronizing them between the various devices.
The Rules definitely need to be fixed. I can't create new rules because it takes too long. The PC stalls for minutes. I can't delete rules because they are not organized. And, once I have successfully moved important email to folders with rule, the archive tool wants to delete email in all the folders that I haven't individually specified should be archived.
When we click "Create Rule" in an email, give us the option to quickly create a rule with the sender email address.
The current option is to create a rule with the sender's descriptive name, which is often a company name for advertising, billing, support -- the email address will vary, but the descriptive name remains the same.
Naturally I'll want different a rule for advertising than for the support I'm desperately waiting for. And a different for billings.
As it is, I have to:
1. Leave rule creation
2. Go back to the email
3. Try to copy the email address (which won't copy just on it's own).
4. Go back to rule creation.
5. Select to custom create a rule.
6. Trim down what I copied to be just the email address.
7. etc. etc.
Implementing the suggestions here would be the #1 thing MS could do to make Outlook more usable.
TOP TEN LIST – RULES IMPROVEMENT
1. Allow inbox rules to use the "on behalf of" address instead of the primary from address (this handles emails services that change the email address every time they send for the same sender).
2. Allow much faster ordering of rules. Current system is excruciatingly slow (“Move up/down” button)
a. Allow sorting of rules alphabetically, by Folders impacted, by email addresses.
b. Allow grabbing of multiple rules at once and moving them at the same time (fast scrolling or using page up).
3. Allow more variations of rules. Allow rules to have more “ifs”, “ands”, “or”.
4. Create an option for rules to be implemented once an email is read.
a. Right click on the email and choose to create a rule or add to a rule.
b. Right click to see if that email address already has a rule being applied to it.
5. Allow me to look at other parts of Outlook while writing rules. Makes it easier to create rules.
6. Allow me to right click on a folder and see what rules apply to it.
7. Occasionally, I get emails that I want to apply the established rule but also want to copy it to another folder. Create a right exception for a rule.
8. Synchronize rules across platforms.
9. Create rule on send that moves an email from sent items to a designated folder, currently, it only allows you to copy to a designated folder.
10. With even a few dozen rules, saving them will lock up Outlook for 5 or 6 minutes.
Anthony Faraco-Hadlock commented
The following features would be a huge help when managing lots of rules:
1) Being able to search within rules (biggest one by far, please implement!).
2) Buttons to take a rule immediately to the bottom/top in priority order.
3) The ability to export/import rules in a human-editable JSON/XML-like format.
4) The ability to test running rules without running them (e.g. click a button that says "try out this rule in this folder" and get back a report of what actions would have been taken if I actually ran the rule)
The rules columns need to be sortable... and it would help to show the email address when the rule is built off of that. Making the dialog resizable will also give much needed room to see the rules and manage them more easily. These simple things would help solve 80% of the problem.
Establishing a timer feature that would use the rules delegation feature to send, forward, reply, etc to email (tie in Quick Parts)