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How to stay in control of your inbox over the festive period using rules in Microsoft Outlook


Over the festive period managing your email inbox can be a challenge. You may have some time out of the office, need to focus your efforts in certain areas, or flag emails to be dealt with in the new year.

Rules in ‘Microsoft Outlook Rules’ will give you the capability of moving, flagging, and responding to email messages automatically.

Outlook rules automatically manage emails on your behalf based on several simple-to-multi factor email rules.

This will allow you to delete emails from specific senders, put specific types of emails in a “read later” folder, automatically forward emails, or send recurring spam emails straight to your junk mail folder.

How do I create a rule in Microsoft Outlook?

1. Right-click an existing message and select Rules > Create Rule

2. Select a condition, and what to do with the message, based on the condition.

Let’s work through an example on creating a condition.

Example: You want to move messages with a certain subject to a specific folder within your inbox.

Firstly, select the Subject contains condition.

Then, select Move the item to folder.

Next select or create a New folder, and then select OK.

Creating a rule in Microsoft Outlook

When you’re done creating the rule, select OK.

3. To use the rule right away, select the Run this new rule now on messages already in the current folder checkbox, and then select OK.

This email message, and any future emails, which meet the criteria you set will now appear in the folder.

Additional Information

This feature is available in the latest Microsoft Outlook Office 365 and all legacy versions of Outlook.

Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or

Microsoft 365

In our personal and business lives, we’re becoming more connected than ever. Microsoft 365 is the world-class cloud-based platform which helps you to achieve your goals from anywhere.

Microsoft 365 is a suite of apps bringing together all the greatest Office applications in one cloud-based platform, enabling your people to connect, collaborate and get things done from anywhere.

Applications that help you stay connected and get things done include:

  • Word
    Microsoft’s iconic word processing program allows you to create and share documents, now with intelligent document support.
  • Excel
    Simplify complex data with the world’s most-used spreadsheet program.
  • PowerPoint
    Create and share outstanding presentations.
  • Teams
    Bring everyone together with secure video & call conferencing, instant messaging, and collaboration.
  • Outlook
    Manage all your emails in one place.
  • One Drive
    Save files securely and access them at any time, from anywhere.
  • SharePoint
    Create team sites to share information, files, and resources.

Plus, other useful applications such as Exchange, Intune and Azure Information Protection.

Speak to us today to find out how which Microsoft applications could be deployed in your business.