Do you receive emails that you send to a coworker or employee? Are there some emails that you give the same response to every time? If so, you can use Outlook rules to automate these processes so you no longer have to worry about them!

In our organization, we have a single “info” email that receives generic emails from our website, as well as many of our software emails and other relevant information. By using Outlook rules, we’re able to set relevant emails to forward to the correct people, as well as auto-reply to any inquiries we may receive.

If you’re looking to automate forwarding/replies, there are some common conditions you may choose from:

  • Sent From
  • Marked as importance
  • Marked as sensitivity
  • With specific words in the body
  • With specific words in the message header
  • With specific words in the recipient’s address
  • With specific words in the sender’s address

Once you’ve selected the conditions you want to act on, there are a few different actions you may choose from:

  • Forward it to people or public group
  • Forward it to people or public group as an attachment
  • Redirect it to people or public group
  • Have server reply using a specific message
  • Reply using a specific template

Automating forwarding and replies ensures timely communication with the sender of the email, in addition to easing the burden on the individual. Being smart about applying these rules can save any company or individual a lot of time and effort.

To further optimize your email, you may want to consider organizing emails you want to keep, filtering unwanted emails, and/or prioritizing your emails. If you have a unique situation, you may want to consider some of these lesser-known applications.

 

We like to give credit where credit is due. Featured photo from Farrel Nobel.

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