Setting Up System Emails to Forward to a Folder in Outlook 365

   Overview   

Email rules could be helpful if you want to collect your OneSource emails in a separate folder for review or if you want to de-clutter your inbox by moving system notification emails (such as time approval emails) to a separate location.  

In this article, you will learn to set up email rules to filter your emails in Outlook mail to a new folder.

Email rules could be helpful if you want to collect your OneSource emails in a separate folder or if you want to de-clutter your inbox by moving system notification emails to a separate location.   

Note: This article was recorded using the new Outlook 365 mailing platform.

1. Step 1

Outlook email homepage displayed and highlighted

After logging in to your Outlook email account, the homepage is displayed.

Prior to setting up a rule, you will need to create a new folder for the emails you want to filter.

2. Step 2

Outlook email homepage displayed with the ellipsis [. . .] button highlighted

To create the new folder, click on the ellipsis [. . .] button next to the folders menu. 

3. Step 3

Outlook email homepage displayed with the Create New Folder option highlighted

Click the Create new folder option. 

4. Step 4

Outlook email homepage displayed with the Folders field highlighted

Name your folder and press enter to create it. 

Example: OneUSG Connect

5. Step 5

Outlook email homepage displayed with the OneUSG Connect folder highlighted

Once you have created your folder, click on the folder link. 

6. Step 6

OneUSG Connect folder page displayed with the ellipsis [. . .] button highlighted

The folder page is displayed.

Click on the ellipsis [. . .] button in the top right corner. 

7. Step 7

OneUSG Connect folder page displayed with the Rules option highlighted

Click the Rules option. 

8. Step 8

OneUSG Connect folder page displayed with the Manage Rules option highlighted

Click the Manage Rules option. 

9. Step 9

Rules page displayed with the + Add new rule button highlighted

Click the Add new rule button. 

10. Step 10

Rules page displayed with the Rules 1 field highlighted

Enter an appropriate name for your rule into the first field.

Example shown here: " OneUSG Connect ".

11. Step 11

Rules page displayed with the Add a condition dropdown menu highlighted

Click the Add a condition dropdown list. 

12. Step 12

Conditions menu displayed with the Subject or body includes condition highlighted

The Conditions menu is displayed. To add an action to your rule, select the appropriate choice from the list.

Example shown here: Subject or body includes condition.

13. Step 13

Conditions menu displayed with the Add a condition field highlighted

Next to the Add a condition dropdown list, enter the words that you want the program to look for when applying the rule.

Example shown here: " OneUSG Connect Approvals " to pull all of your OneUSG Connect approval notification emails into the new folder.

14. Step 14

Conditions menu displayed with the Add an action dropdown list highlighted

To display a list of available actions for your rules, click the Add an action dropdown list.

15. Step 15

Add an action menu displayed with the Move to option highlighted

The list of available actions is displayed. Select the Move to option.

Note: Other actions that you might select instead include Mark with Importance or Forward to.

16. Step 16

Add an action menu displayed with the Select a folder option highlighted

To display a list of folders to move your emails to, click the Select a folder field.

17. Step 17

Rules page displayed with the OneUSG Connect folder highlighted

The available folders are displayed. Select the folder where you want to move your emails.

Example shown here: " OneUSG Connect " folder created.

18. Step 18

Rules page displayed with the Save button highlighted

To complete setting up your rules, click the Save button.

19. Step 19

Rules page displayed with the created data highlighted

The created rule for handling your emails is displayed. 

20. Step 20

Rules page displayed with the Close [X] button highlighted

Click the Close [X] button to return to your inbox. 

21. Step 21

Rules page displayed with the Nothing in Folder icon highlighted

The relevant emails will appear in this folder. 
 
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