Outlook Tip – Create a Rule for Meeting Responses

Juliet Awaits Romeo’s Outlook Meeting Invite Response | James Northcote | oil on canvas | c1790

While my preference in meeting sizes is to abide by the two-pizza rule, sometimes large meetings are necessary. After sending a large meeting invitation, the trickle of meeting responses to my inbox throughout the day becomes an unnecessary distraction.

My solution is to create a new folder for meeting responses, and a rule to sending all meeting responses to that folder. No more distracting inbox pings for every response, though I can see a summary of meeting response activity by looking at the unread messages flag on the folder. At my convenience, I can right-click on the folder and mark all as read if I don’t care about responses, or I can dig into the folder and have an easily filtered view of meeting responses received.

This rule is easy to setup in the Outlook Web App (Outlook.com)

Create Rule for Meeting Responses

Step 1: Create folder for meeting responses.

Step 2: Sign into Outlook.com, Click on settings, Search for rules, Select Inbox rules.

Step 3: Create rule name, Choose Type: Event response for condition, Choose Move to [created folder] for action.

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.