Rules allow you to move, flag and respond to email messages automatically.
Create a rule from a message:
1. Right-click on an existing message, then select Rules -> Create Rule
2. There are several options for setting rules. For this example, moving all emails with the subject line "Ticket Assigned" to a specific folder.
3. Check the box for "Subject contains" and enter or change the text if you need to.
4. Check "Move the item to folder" and then choose a folder, or create a new one. Select OK to close the dialog box. Then select OK again to create
5. You can use the rule right away by checking the "Run this rule now" box then selecting OK. And your emails and any future ones fitting the rules will be moved.
Create a rule from a template:
Outlook provides a range of templates you can use to change or create rules.
1. Select File -> Manage Rules and Alerts -> New Rule
2. For this example, select "Flag messages from someone for follow-up." Rule descriptions underlined in blue can be edited.
3. Select people or public group
4. Double-click a contact and select OK
5. Select follow up at this time to set a reminder and select OK, then select Next
6. From here, you can put limitations on the rule like only specific words.
7. Check the box in Step 1 then the specific words link in Step 2
8. Add words then select Add and then OK
9. Select Next. You can also add exceptions to the rule, such as when your name appears in the CC box. Select Next.
10. You can name your rule for reference, check Run this rule now if you want and select Finish
11. Note that certain rules will only run when Outlook is on. Select OK. Then select OK to exit
12. Your emails are flagged, as will future ones fitting the rule
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