Outlook Tip – Rules Rule!

Outlook rules are one of the oldest, most under-utilized productivity hacks in the business applications toolbox. They’re excellent for getting distractions out of your inbox.

Newsletters you only occasionally read? Make a rule to send them to their own folder!

System generated messages you never check? Mark them as read!

Let the computer do your work for you.

Today I want to share a set of rules I create when I start working with new customers to help me manage my inbox. But more generally, I just want to encourage you to use more Outlook rules.

Create Customer Category and Rules

When I start working with a new customer, I like to create an outlook category for that customer, and rules so that all customer-specific emails will be tagged with that category.
This works for me because I frequently work across multiple customer projects at the same time, though rarely more than a handful.

Create New Outlook Category

In the Tags group, Under the Categorize button, click All categories
Then click new, and create a category for the new customer

Create Outlook Rules

In the Move group, click on the rules button and select Create Rule
A rule to tag email from the customer.
A rule to tag email to the customer.
A rule to tag email that includes the customer’s name in the subject or body of the email.

OK, What’s the Big Deal?

Automatically categorizing email by customer visually organizes my inbox. I can quickly identify customer vs. internal emails, as well as recognize which customer they pertain to.

It also provides the same visual distinction when looking at meeting invites for the week.


How do you manage your email inbox? Do you use any practices or rules that are exceptionally effective? Let me know in the comments.