E-Mail Rules in Microsoft Office 365


One of the most important features of Office 365 is their world-class E-Mail from Microsoft Exchange. And one of the best features that people can do to save time is to program Outlook to perform tasks such as getting rid of junk mail automatically and delivering mail that meets certain conditions into specific folders. This lets Outlook automatically pre-sort your mail into the folders of your choice. You will see when those folders get new messages, which will allow you to treat messages in their folders as tasks and then track them for completion.

Rules can be added through the Outlook Desktop Application. However this is not recommended because the rules will not be permanent. Specifying rules through the Outlook Web Access (OWA) Interface on your Microsoft Office 365 portal will be the preferred method and best practice as per Microsoft Office 365 in Business, Wiley Press, 2011.

To update your rules, go to Portal.Microsoftonline.Com:

1. Login to Microsoft Office Live. Go to http://portal.microsoft.com in order to log in to Microsoft Office 365.

Log in with your User Name and Password.

2. The Microsoft Office 356 Home Page is the page you will see when you first log in.

From the home page, click “Outlook” in the top middle part of the Internet Explorer window. These steps work with Firefox and Safari as well on both PC and Mac.

3. Outlook Web Access View. This is the place to check your E-Mail, Tasks, Calendars, and more.

This is the inbox view. From here we can find E-Mails which we can apply rules to.

4. Selecting an E-Mail for the Junk Sender List. This twitter E-mail is a part of business networking, but it can be annoying as well. In order to save time, I will send this type of twitter notification automatically to the Junk folder.

After clicking the option to display the images on the E-Mail, I can see what I am looking at first. This should only be done with sources you know to be safe. Otherwise, other parties who have sent you the image may be able to track you opening the image.

5. As we can see this is a standardized notification from twitter and a prime junk mail candidate.

With Outlook there are Rules to organize E-mail that you want and Junk Mail Rules. Select a message in your inbox that you consider to be junk. Once you apply Junk Mail Rules, the E-Mail address or the domain itself will be set to send any message meeting the criteria into your Junk E-Mail folder. To begin with the E-Mail highlighted, right-click the message to show the options. The first option will send future E-Mail from the E-Mail address in question to the Junk E-Mail folder. The second option will block the entire domain: be careful with this option because it should not be used to block mail from major domains such as live.com, hotmail.com, yahoo.com. Blocking those domains will lock out some customers and vendors for contacting you.

6. Finding Outlook Rules with a Right Click on the message.

7. The illustration below shows the Add Sender to Blocked Senders List option highlighted.

8. This is a confirmation message that shows up on the screen to indicate that the sender’s E-Mail address has been added to the Blocked Sender List.

9. Right-click the message to see the available options.

10. The options on the bottom allow you to do many different things. You can automatically delete a message, automatically send it to a specific folder, forward it to another recipient, or send a text message to a user. In this case we are using the “Move the message to folder” option.

11. When you select the folder in the dialog box that opens, you can use the control at right to create a new folder to send the mail featuring this new rule to.

12. Type in the name of your new folder.

13. With the new folder selected, click the “OK” Button on the lower-right hand corner of the dialog box.

14. Further selections after this allow you to further specify the conditions that define when the rule is to be applied. It pays for you to familiarize yourself with all of them and imagine scenarios where they would be useful to you, so that you are prepared to apply rules to new mail arriving in the inbox. For very large inboxes, most E-mail can have automatic rules applied to it. This makes for an organized workflow and less time spent on the inbox. Employers can benefit from more efficient workers, and employees can benefit by having less work to do.

15. Since there are more actions available besides moving E-Mail to a folder, you can elect to also add additional actions. A scenario is that if you are receiving E-Mail orders you could send a copy of the E-Mail to everyone responsible. You could then also specify that a text message be sent to one or more employees as well.

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