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Welcome to Microsoft Outlook Tips & Tricks

Rule to move all correspondence about some subject to the specific folder


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Use Outlook rules to copy all incoming messages to the specified folder. E.g., copy all e-mails about the SAP to the SAP project folder.

Outlook 2016 offers two different ways to create a rule:

First way: a handful of ways to create a rule:

On the Home tab, in the Move group, click Rules and then select Create Rule...:

2016create rules

In the Create Rule dialog box:

  • In the When I get e-mail with all of the selected conditions group, check the Subject contains checkbox and type the search text (for this example, SAP)
  • In the Do the following group, check the Move the item to folder check box and choose the folder using the Select Folder button:
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To use another options, you can click the Advanced Options... button and use Rules Wizard.

Second way: To create a rule using the Rules Wizard, do the following:

   1.   Do one of the following:

  • On the File tab, in the Info view, click the Manage Rules & Alerts button:
    2016rules
  • On the Home tab, in the Move group, click Rules and then select Manage Rules & Alerts...:
    2016manage rules

   2.   In the Rules and Alerts dialog box, choose New Rule....

2016new rule

   3.   Choose the Move messages with specific words in the subject to a folder option, click Next >:

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   4.   Choose the condition with specific words in the subject and click specific words in the Step 2 text box, add SAP to the search text:

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   5.   Click OK when you finish adding the phrases to the search text and then click Next > to choose your action.

   6.   Choose move it to the specified folder in Step 1 and click specified in Step 2 and choose SAP project folder, click Next >:

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   7.   You probably don't want any exceptions, so click Next > again, name your rule, and click Finish.



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