Provide a feature or option to allow rules to be searched in Microsoft Outlook 2016
There are many users that have many rules activated on their Outlook accounts. In the Desktop client, you cannot easily search these rules to find ones you know to be out of date, etc. I spend far too much time sifting thru my rules to find the one I need to update, disable, or delete.
RULE ORGANIZATION TIP: I have used a naming convention to organize my rules based on this format:
ACTION - AFFECTED - BASED ON. For example:
MOVE to [FOLDER NAME] based on FROM (A specific email address)
FORWARD to [TEAM NAME] based on SUBJECT CONTAINS (Such as "Notice of Redemption")
ASSIGN [CATEGORY} based on FROM CONTAINS (usually an @company.com)
NEED FOR SEARCH:
I have numerous entries as 'triggers' for each rule. When I need to move the trigger from one rule to another, I need to find the specific instance, DELETE it from the current rule and ADD it to the new rule. If it is simply duplicated, the action will depend on which rule executes first and may not result in the intended action
The Outlook 2019 rules manager is antiquated and hasn't been updated for more than a decade. Shame on the Outlook team for such a shabby and mediocre tool.
Soon it will be as old as the pyramids.
Please pull your finger out and update it.
Look up the third-party Outlook rules managers for inspiration.
I agree completely. This is a big problem if you have a large number of rules.
It would also be nice to sort rules alphabetically as well as search for a particular keyword in a rule
For me I'd like to group rules based on which category they assign in an action so I can easily find all the rules that ultimately assign emails to a certain category.
Ken Hughes commented
Currently the Outlook system allows me to create many duplicate rules. If I feel a rule needs to be created then the presumption should be that I am not aware of an existing rule. In my case this is because the existing rule is not being executed as it should be. There needs to be a button that can provide information about a rule that is not functioning. This button could display information about the times the rule was executed over the last 2 weeks, and the details of the rule such as the source email folder and a target email folder an email to be moved between etc.
It would be interesting if the Outlook Rules and Alerts screen had the following features:
- Order the rules and alerts in alphabetical order;
- Be able to search and filter the rules and alerts (it is terrible to have to manually find a rule or alerts when there are dozens of rules and alerts);
Alice Waller commented
There are 3rd party vendors that provide an Outlook Add-in to let you sort, print and edit outlook rules. The add-in is effectively an Outlook rules editor, plus it allows you to quickly find specific rules, sort the rules alphabetically (or by the folder, or any other grid column header), and you can import/export rules. Unless this is done by a company that Microsoft secretly owns, it would be helpful if Microsoft could provide the same level of service for their product that a 3rd party company can do.
Marvin P Stein commented
I have over 800 rules. Very often e-mail address and other rule items change. Create a method to find specific Rules so that each rule can be changed / modified instead of having to create new rules without being able to delete or modified the old, no longer relevant rules
Ron Fischer commented
Being able to sort rules is a long overdue feature that should be very simple to incorporate into the rules options.
Gary Klein commented
I, too, am extremely frustrated by the inability to sort and search rules to find the one that is causing problems by misfiling emails in my folders. I understand that the order that they are applied is important and should not be changed willy-nilly such as alphabetical ordering but is should not be a difficult task to allow a secondary list that can be alphabetized and searched. I should also be able to consolidate all rules that send emails to the same folder and to find that rule when I want to add a new sender. I also should be able to set multiple parameters in both the "and" & "or" categories.
Renaud Picciotto commented
it is really time to move on that. We are losing time managing the rules.
Tariq Ahsan commented
Finding a specific rule among the list of rules is a herculean task. Rules to be searchable or can be sorted alphabetically.
1. It would be very helpful if the rules were sorted alphabetically.
2. Another great help would be to put them in folders, such as "projects", "clutter", etc.
1. Rules need to be sorted alphabetically. Very hard to find.
2. possibly allow to organize in folders, such as "project rules", "clutter rules"
Currently very messy and hard to find the rules I want to run.