To keep your Outlook inbox organised and highlight important emails, use rules to filter messages into folders based on specific criteria. Here are some best practice rules:
- Automatic Replies: Move meeting responses without content to Deleted Items. Check the tracking tab in the meeting window to see who accepted.
- To: Me: Ensure any message sent directly to or with you on the Cc line goes to the Inbox and isn't processed by other rules.
- Meeting Requests: Send all meeting requests to the Inbox, even if sent to a Contact Group.
- Defer Sent Items: Delay sending messages by one minute or more. Ensure messages are sent before shutting down your computer (client-side only, not for Outlook Web App).
- Contact Groups: Send emails to a Contact Group folder unless keywords indicate importance, in which case they go to the Inbox. Similar Contact Groups should use the same rule and folder. Messages you must read should go directly to the Inbox.