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.
YC Sandberg commented
Allow rules based on how old emails are.
Search folder and rules can look just email adresses. The problem is the sender can send an email from different plantforms. At each platforms his account name is different. with From same email but diffent name the rules and search folder is not working.
Stefan Schuerger commented
Certain automatic email recipients, such as Evernote, allow automatic categorization or further processing of emails coming in via their gateway. The option to append a fixed string to en email's subject line would allow such a categorization.
Currently the rules don't provide conditions or actions for dealing with junk mail. I'd like to be able to eliminate received mail alerts for messages when sender is on the blocked list. The alerts are distracting and required me to eliminate all received mail alerts. The best option to deal with this would be to stop junk email at the server...users could still review the junk at outlook.com but wouldn't be distracted by received mail alerts for junk. The latter method would also eliminate the unwanted mail received notifications on my Outlook for Android which also causes unwanted alerts on my smartwatch.
Mike Hansen commented
I've spent some time fighting with Outlook rules and have some anecdotal fixes.
My problems have been related to rules that move messages to a folder based on the sender's address. Specifically, the rule stops working or works only intermittently when there are several addresses in the rule. There is no magic number that is OK/above which the rule stops working. However, I've had the problem with as few as 5-6 sender addresses in the rule.
I am not out of rule space as best I can tell. My rules save (.RWZ) files are only about 60 KB and (if I ran the PowerShell commands correctly) my limit is 256KB.
What has worked for me is changing the rule from sender address to text in message header. I have the rule look for specific domain names (currently 31 of them). Since changing, I've had no problems with the rule.
HARUN KARAMAN commented
As a business owner, 99% I am casifying email based on domain names, such as Microsoft.com. I have around 50 rules, and 45 of them is about moving an email from a specific domain to a specific folder. Than advanced editing for some cases, such as someone from that domain also uses Gmail, Hotmail or similar personal account can be edited and added to that rule. I recommend, making adding a domain filter easier. I write this as outlook user since version 1 and I am a programmer also.
Include in a rule the ability to add text to an email's Subject
In just 48 hours I received 140 spam messages from these spammers using the appspot.com (Google owned) domain. The unsubscribe links are fake or non-existent and popular wisdom seems to suggest clicking them only make things worse anyway. In a week I get close to 1,000 of these. That much junk mail in your primary every day mailbox is unsustainable. Every few days something important gets trapped by junk mail. It's OK when you have 10 or even 20 items per day to go through but not this much.
Currently email senders get "Undelivered Errors" when a forwarding rule is broken even though their email was received, errors on rules should only be reported to the owner of the rule and not to the senders email who then re-send their email several times because they think it was not received.
Have the ability to sort rules based on A to Z etc...; sorting run rules now box; and add all rules that failed at the top of the list or at list highlight them. Explain or show what failed in the execution of a rule.
Ability to have a rule for BCC identical to the one currently in place for CC.
I like to categorize meeting responses by color (green = accepted, red = declined) so that I can quickly see on my calendar whether or not there has been an acceptance or decline for a meeting at a glance. I set a rule that automatically categorizes meeting responses, but I noticed that the color of the category does not appear in the calendar unless I manually categorize the email of the meeting response. It would be nice to see the category regardless if the rule automatically sets it or if I manually set it.
Using Outlook rules to have the option to forward an email along with a specif message.
Doing this will allow you to Flag Important emails that need attention; While automating the Process of organizing the Day to day back and forth conversations.
Because of GDPR I need feature in klient rule - with mails I recieve I can make a rule "with specific word i subject field", and "Delete it permanently". Great. But I can nok make the same rule with mails I sent to others. The reason I need it is because the GDPR law says that sensitive data must be deleted within 30 days, and I am the one in our department writing to people if somebody is sick. Can you provide me with the same feature deleting the mail I have sent with the specific word "Sick" in subject field. Then I will not have to remember to delete them myself.
Sagar Tandle commented
create a custom rules which will allows us to move multiple names and subject line from different person, which all can be moved in a single folder
Hammaad Choudhary commented
Have a forward emails by day range for people who work part time so all emails are forwarding every Thursday and Friday to someone else as the recipent is off work
Enable rich rules criteria for handing meeting invitations automatically.
That could include specific properties, like:
- sender identity
- meeting length
- whether the recipient is required
- whether the recipient is optional
- sent only to me
and generic properties, like:
- whether the meeting occurs within / out of working hours
- whether the meeting occurs within / out of work days
When I create a rule, I would like to create a folder at the same time. Without having to create a folder first, then the rule second.
Caroline Barbosa commented
Regra Para Itens Enviados
Toda vez que envio um e-mail, preciso mover manualmente para uma determinada pasta. Se houvesse uma regra para itens da caixa de saída, seria ótimo!
Rule for Sent Items
Every time I send an email, I need to manually move to a specific folder. If there was a rule for outbox items, it would be great!