Outlook Training
Find all how-to-guides and step by step videos below.

Organise your Inbox

What is Outlook?

With Outlook on your PC, Mac or mobile device, you can:

  • Organize email to let you focus on the messages that matter most.
  • Manage and share your calendar to schedule meetings with ease.
  • Share files from the cloud so recipients always have the latest version.
  • Stay connected and productive wherever you are.

Add email accounts

When you first start Microsoft Outlook, you need to add an email account. You can add more than one account.

Add an email account

  1. Launch the Outlook app, and then select Next on the welcome screen.
  2. Select Yes when asked Do you want to set up Outlook to connect to an email account?
  3. Select Next.
  4. Select E-mail Account, and then type in Your Name, E-mail Address, Password and Retype Password.
  5. Select Next.
  6. Select Add another account to add another account.

    NOTE: Outlook can configure many email accounts. If your account doesn’t automatically configure, you may need to contact your email provider for the settings.

  7. If you don’t want to add anymore accounts, select Finish.

Import Gmail into Outlook

You can add a Gmail account to Microsoft Outlook, and manage it in Outlook, to view and manage all of your email in one place.

Prepare Gmail to connect to Outlook

  1. Sign in to Gmail, and select My Account.
  2. Select Connected apps & sites in the Sign-in & security section.
  3. Turn on Allow less secure apps.

Add Gmail account to Outlook

  1. Select File, and then select Add Account.
  2. Enter Your Name, E-mail Address, and Password for your Gmail account.
  3. Select Next and then Finish.

    NOTE: IMAP is auto-enabled after a Gmail account is connected to Outlook.

Export Gmail messages to your desktop

  1. Select File, select Open & Export, and then select Import/Export.
  2. In the Import and Export Wizard box, select Export to a file.
  3. Select Next.
  4. Select Outlook Data File (.pst) and select Next.
  5. Select the Gmail account and then select Next.
  6. Name the .pst file and select Finish.
  7. Leave the Password field blank, and then select OK.

Import Gmail in to another mailbox

  1. Select File, select Open & Export, and then select Import/Export.
  2. In the Import and Export Wizard box, select Import from another program or file.
  3. Select Next.
  4. Select Outlook Data File (.pst), and then select Next.
  5. Choose the name of the file where you saved the Gmail messages.
  6. In Options, select Replace duplicates with items imported, and then select Next.
  7. If a password is assigned to the Outloook Data File (.pst), enter the Password, and then select OK.
  8. Select Outlook Data File.
  9. Select Include subfolders.
  10. Select Import items into the same folder in.
  11. Select an email account, and then select Finish.

View email

Read and organize email messages in Outlook.

In the View > Reading Pane > Right view shown in the video, Outlook displays three panes:

  • Folder Pane – displays all the folders in your mailbox.
  • Summary Pane – list the emails for the folder selected in the Folder Pane.
  • Reading Pane – displays the email message selected in the Summary Pane.

NOTE: Based on your Outlook settings, your Reading Pane can also be below the Summary Pane.

Select a folder

  1. Select the Favorites black triangle Favorites to minimize the Favorites pane, if you want more room to view folders in your email account(s).
  2. Select a folder to show the messages in that folder: Inbox, Sent Items, Deleted Items or another folder.The numbered image below shows:
    1. Who the email is from.
    2. Subject and date.
    3. First sentence of the email.
    4. Paperclip – email has an attachment.
    5. Envelope with arrow pointing to the left – you’ve replied to this email.
    6. Red flag – email marked for follow-up.
    7. Envelope with arrow pointing right – you’ve forwarded this email.Summary Pane

Delete an email

  • Select the X to delete an email.
    Delete

Change the Reading Pane layout

  1. Select an email message to view it.
  2. On the View tab, in the Layout section, select Reading Pane, and then select an option:
    • Right – displays Reading Pane on the right.
    • Bottom – displays Reading Pane on the bottom.
    • Off – hides the Reading Pane.

      NOTE: Double-click an email to read it in a separate window.

Increase or decrease text size

  • Select the Zoom plus + or minus – signs to increase or decrease text size.
    Zoom

Show images

  • If you trust the source, click in the information box and choose an option.
    Download Alert options

    • Download Pictures – select to download the pictures.
    • Add Sender to Safe Senders List – select to always download pictures from this sender.
      • All mailboxes – to arrange all emails by conversations.
      • This folder – to arrange emails by conversations only in the current folder.
        Alert

Change the size of the Summary and Reading Pane

  • Hover over the line that separates the Summary and ReadingPane, and then drag it to increase or decrease the size the way you like.

Create and send email

Create and send a new email message, reply to an email message, forward an email message, and finish a draft message.

Create and send a new email message

  1. Select Home > New Email to start a new message.

    NOTE: If you have multiple email accounts, select the From drop-down list to choose the account you want the email message to be sent from.

  2. Enter the a name or email address in the To…, Cc, or Bcc field.
    • When you start typing an e-mail address, you can either select one of the suggested e-mail addresses, or continue typing the e-mail addresses.
    • Separate multiple recipients with a semicolon.
    • To choose a recipient’s name from the address book, select To… and then choose the names you want.
    • Use Cc to send a copy of the email message.
    • Use Bcc to send a “blind copy” of the email message to a someone without letting others know about it.
    • If you do not see the Bcc box, select Options, and then select Bcc in the Show Fields group.
  3. In Subject, type the subject of the email message.
  4. Place the cursor in the body of the email message, and then start typing.

    NOTE: You can change the font or style, and check the grammar and spelling of the message before sending it.

  5. After typing out your message, select Send.

    NOTE:  If the Send button is not available, the email account needs to be configured.

Reply to an email message

  1. Select an email message.
  2. Select Reply in the Reading pane or on the Home tab of the ribbon.
  3. Enter text in the body of the email message, change or update the Subject if you want, and then select Send.

Forward an email message

  1. Select an email message.
  2. Select Forward in the Reading pane or from the Home tab of the ribbon.
  3. Type a name or email address in the To… field.
  4. If needed, edit the Subject and write a message.
  5. Select Send.

Finish a draft message

  1. Select the Drafts folder in the folders list.
  2. Choose the draft message to view it in the Reading pane.
  3. Select an option:
    • Continue editing if the email message needs to be changed before sending. After making changes, choose Send.
    • Select Discard if you decide not to send the message.

NOTE:  At any time, you can select Pop Out in the Reading pane, and edit your message in a separate window.

Send file attachments with email

Send a file with your email message by adding an attachment.

Add an attachment

  1. Select Home >New Email.Or, for an existing email, select Reply/Reply All or Forward.
  2. Select Home >Attach File, and choose an option:
    • Recent items – select a file from the list of the files you have saved or worked with recently. These files could be saved locally, or they might exist on internal network locations and Group Files.
    • Browse Web Locations – select files from OneDrive, SharePoint sites, or Group Files that you have accessed earlier.

      NOTE: By default, recipients have permission to edit the attachment, but you can override this before sending the attachment. To change the permissions, see Manage the items attached to an email.

    • Browse This PC – select a file from your local computer.
    • Outlook Item – attach an email message as text or as an attachment.
    • Business Card – attach an electronic business card to the message.
    • Calendar – insert a calendar, with specific date range and other details.
    • Signature – add your signature to the message.
  3. To attach an item, select Attach Item, and then select one of the following options:
  4. You can see the size of an attached file and its name if you hover your mouse cursor over it. If you want to remove an attached file, select the down arrow, and then select Remove Attachment in the drop-down list.

Reply to or forward email

Reply to or forward an email message in Outlook.

Reply to an email message

  1. Select an email message.
  2. In the Reading pane, or on the Home tab, select Reply.

    NOTE: Attachments originally included in an email will be removed during a reply to save space in your Inbox. To include an attachment in an email you’ve received, Forward the email to your recipient.

  3. Type a message in the body of the message.
  4. Select Send.

    NOTE: The icon in the folder list changes, with a new purple arrow pointing towards the left. It implies that you have replied to the message.

    Reply

Forward an email message

  1. Select an email message.
  2. In the Reading pane, or the Home tab, select Forward.
  3. In To…, enter a name or an email address.
  4. In Subject, make changes if needed.
  5. In the body, add a message and remove any irrelevant information.
  6. Select Send.

    NOTE: Note: The icon in the folder list changes, the arrow pointing towards the right. It implies that the email message has been forwarded.

    Forward

Reply All to an email message

  1. Select an email message.
  2. In the Reading pane, or on the Home tab, select Reply All.
  3. Type a message in the body of the email.
  4. Select Send.

Delete and recover emails

Delete email you no longer want or need from your Inbox or mail folders, or recover those that you still wish to keep.

Delete an email

  1. Select an email you want to delete.
  2. In the Outlook ribbon, select Delete.

    NOTE: If you’d like to permanently delete an email, press Shift + Delete. You won’t be able to recover this email later.

Recover a deleted email

  1. Select Deleted Items and then right-click the email you’d like to recover.

    NOTE: This only applies to Office 365 for business or Outlook Exchange customers. The time span in which you can retrieve your email may vary. If you have an Outlook rule set or an administrator who has set a policy, deleted items may empty on exit or after a few days and cannot be retrieved.

  2. Select Move > Inbox.

Open, preview, or save attachments

In Outlook, you can preview, open, and save attachments.

Preview an attachment

  1. Select an email message with an attachment and then select the drop-down arrow DownArrow to the right of it.
  2. Select Preview.

    NOTE: The Preview feature will only work for certain recognized file formats.

Open an attachment

  1. Select an email message with an attachment.
  2. Double-click the attachment to open it.

Save an attachment

  1. Select an email message with an attachment and then select the drop-down arrow DownArrow to the right of it.
  2. Select Save As.
  3. Select a folder location.
  4. Select Save.

Send automatic reply email

Set an automatic out-of-office reply to let people know that you cannot respond to email messages right away. When you’re ready, you can turn off the automatic replies.

Send automatic replies

  1. Select File > Info > Automatic Replies.
  2. Select Send automatic replies.
  3. Select the Only send during this time range checkbox, and then select the dates and Start time and End time.
  4. To set an automatic reply that everyone in your organization will see:
    • Select the Inside My Organization tab.
    • In the message body, type the message you want people to see.
    • Select OK.

    Your Out of Office message for people in your organization will turn on, for the dates and times you chose.

  5. To set an automatic reply that people outside your organization will see:
    • Select the Outside My Organization tab.
    • Select the Auto-reply to people outside my organization checkbox.
    • Select either My Contacts only or Anyone outside my organization.
    • In the message body, type the message you want people to see.
    • Select OK.

    Your Out of Office message for people outside your organization will turn on, for the dates and times you chose

  6. Select the Back arrow to return to the Inbox.

Turn off automatic replies

  1. Select File > Info > Automatic Replies.
  2. Select the Do not send automatic replies checkbox.
  3. Select OK.
  4. Select the Back arrow to return to the Inbox.

Retract or replace a sent email

If you and your recipients are all on Microsoft Exchange and in the same organization, you can recall or replace an email message that you sent.

  1. Select File > Info.
  2. Under AccountInformation, make sure the account you sent the email from is selected.
    • If your account is a Microsoft Exchange account and your email message recipients are all on the same email system, you can use recall or replace.
    • If your account is a MAPI or POP account, recall won’t work.
  3. Select the Back button Back .
  4. In the navigation pane, select the Sent Items folder.
  5. Double-click the email message that you want to recall or replace.
  6. Select Message > Actions > Recall This Message.Or, select File > Info > Resend or Recall > Recall This Message…
  7. In the Recall This Message box, select an option:
    1. Select Delete unread copies of this message to recall the sent message.
    2. Select Delete unread copies and replace with a new message to replace the sent message with a new message.
  8. Select the Tell me if recall succeeds or fails for each recipient check box.
  9. Select OK.

    NOTE: If you selected Delete unread copies and replace with a new message, the original message opens for editing. When you select Send, the original email message will be deleted from the recipient’s mailbox and replaced with the newly edited one.

Add signatures to emails

Create, edit, and attach a signature to email messages you send, reply to, and forward.

Create a signature

  1. Select File, and then select Options.
  2. Select Mail, and then select Signatures.
  3. On the E-mail Signature tab, below Select signature to edit, select New.
  4. Type a name for the new signature, and then select OK.
  5. In the Edit Signature box, add your signature information, and then select Save.
  6. In Choose default signature:
    • Select the E-mail account you want to use this signature for.
    • Select the signature you want to use for New messages.
    • Select the signature you want to use for Replies/forwards.

      NOTE: Select (none) if you don’t want a signature attached to New messages or Replies/forwards. If you want to create a signature for another email account in Outlook, like your personal email, select New and repeat steps 4 through 6.

  7. When you are done, select OK, and select OK again.

Change a signature

  1. Select File, and then select Options.
  2. Select Mail, and then select Signatures.
  3. In Select signature to edit, select the signature file you want to edit, make changes in the Edit signature box, and then select Save.

Stop attaching a signature

  1. Select File, and then select Options.
  2. Select Mail, and then select Signatures.
  3. Under Choose default signature, select (none) for New messages and Replies/forwards.
  4. Select Save, select OK, and then select OK again.

Add attachments and hyperlinks

Add or remove an attachment or hyperlink from an email message.

Add an attachment

  1. On the Home tab, select New Email.
  2. On the Message tab, select Attach File, and then select a file from Recent Items or select Browse This PC.
  3. If you selected Browse This PC, select the file, and select Open.

Remove an attachment

  • Right-click the attached item, and then select Remove Attachment.

Insert a hyperlink

  1. On the Home tab, select New Email.
  2. Compose your email, and select the text or picture that you want to display as the link.
  3. On the Insert tab, choose Hyperlink  Hyperlink .

    NOTE: You can also right-click the text or picture, and then select Hyperlink.

  4. Select one of the following options:
    • To create a Link to an Existing File or Web Page, select Existing File or Web Page in the Link to pane, and then type the file or web page address in the Address box.
    • To create a Link to a file that has not been created yet, select Create New Document in the Link to pane, and then type a name for the file in the Name of new document box. In When to edit, select an option:
      • Edit the new document later
      • Edit the new document now

Edit a hyperlink

  1. Right-click the link, and then select Edit Hyperlink.
  2. In the Address box, edit the link.

Delete a hyperlink

  • Right-click the link, and then select Remove Hyperlink.

Design personal stationary

You can design, create, and use personal stationery in an Outlook email message.

Create personal stationery

  1. Select New Email.
  2. In the Options tab, select Colors Color to change the background color.
  3. Select Page Color to change the color of the page.
  4. To insert a logo, select Insert, and then select Pictures.
  5. Select an image file, and then select Insert.
  6. To save the stationery, select File, and then select Save As.
  7. Type %appdata%\microsoft\stationery in the location bar. You want to save to this location so you can access your stationery from the More Stationery option.
  8. Type a name for the stationery in File Name, select HTML in Save as type, and then select Save.

Use personal stationery

  1. On the Home tab, select New Items NewItem .
  2. Select E-mail Message Using, and then select More Stationery.
  3. Scroll to the name of your personal stationery in the Choose a Theme section, and then select OK.

Save and reuse email content

You can create a Quick Part to save and reuse a block of text that you use frequently, instead of retyping it each time. You can also edit and delete Quick Parts.

Create a Quick Part

  1. Select New Email and then type and select the content that you want to store as a reusable building block.
  2. On the Insert tab, in the Text group, select Quick Parts.
  3. Select Save Selection to Quick Part Gallery.
  4. In the Create New Building Block box, add the:
    • Name – Type a unique name.
    • Gallery – Select the gallery where you want the building block to show up.
    • Category – Select a category, such as General or Built-In, or create a new category.
    • Description – Type a description of the building block.
    • Save in– Select the name of the template from the drop-down menu.
    • Options
      • Insert in own paragraph – To insert the content in its own paragraph, directly below the cursor point, and place the cursor on the next line.
      • Insert content in its own page -To insert the content into its own page.
      • Insert content only – For all other content.
  5. Select OK.

Use a Quick Part

  1. Open an email, and then select Reply.
  2. Place the cursor where you want to insert a building block.
  3. On the Insert tab, select Quick Parts, and then select the building block you want to use.

Delete a Quick Part

  1. Select New Email message and place the cursor in the body of the email.
  2. On the Insert tab, in the Text group, select Quick Parts.
  3. Right-click on a Quick Part, and then select Organize and Delete.
  4. Select the Quick Part you want to delete, and then select Delete.
  5. Select Yes, and then Close.

Clean up your inbox

Use the Clean Up tool to remove redundant email messages from your email folders.

  1. Select Home > Clean Up.
  2. Select an option:
    • Clean Up Conversation – to delete redundant email messages from a selected conversation.
    • Clean Up Folder – to delete redundant email messages from a selected folder.
    • Clean Up Folder & Subfolders – to delete redundant email messages and conversations from Inbox and any other folders.

Block unwanted mail

Use the Block Sender filter to block unwanted email messages in Outlook.

Add email address to Block Senders listOption 1

  1. Select the unwanted email message.
  2. Right-click the email message.
  3. Select Junk > BlockSender.

Option 2

  1. Select the unwanted email message.
  2. Select Home > Junk > Block Sender.

Option 3

  1. Select Home JunkJunk Email Options.
  2. On the Blocked Senders tab, enter:
    • A specific email address, for example someone@example.com
    • An Internet domain, for example @example.com, or example.com
  3. Select Add.
  4. Select OK.

Move items that are not junk to Inbox

  1. Right-click the email.
  2. Select Junk > Not Junk.
  3. The Always trust e-mail from <sender> is checked by default.
  4. Select OK.
  5. Select Inbox and the message is there.

Change Junk Email Options

  1. Select Home Junk > Junk Email Options….
  2. Select the junk e-mail protection level you want:
    • No Automatic Filtering – does not automatically filter email messages for junk email.
    • Low – moves the most obvious junk email to the Junk Email folder.
    • High – catches most junk email messages.
    • Safe Lists Only – only delivers email messages from people or domains on your Safe Senders list.
  3. Select the Safe Senders tab.Outlook will always accept incoming mail from this list of email addresses.
  4. Select Add… or select Remove to add or remove email addresses in this list.
  5. Select OK.

    NOTE: Like the Safe Senders list, there is also a Blocked Senders list. Outlook will always block messages from this list of email addresses. If you have the same email address on both lists, Outlook will first use the Safe Senders list.

Unblock Blocked Senders

  1. Select Home > Junk > Junk Email Options….
  2. Select Blocked Senders tab, select the email address or domain that you want to unblock, and then select Remove.
  3. Select OK.

Set an email flag, reminder, or color

Adding a flag to an email message works as a visual reminder for handling the email message later. Learn how to add a flag, set a reminder for a flagged email message, and assign a color category to an email message

Set a Follow Up flag

  1. Select the email message.
  2. Select the Flag .
    The flag turns red and a Follow up message appears in the header of the email message.
    FollowUp

    NOTE: Follow Up flags are used for actionable items only.

View all Follow Up Flags

  1. Select View >To-Do Bar >Tasks.
    Follow Task
  2. The To-Do Bar pane opens and shows all flags.

Remove a Follow Up Flag

  1. Right-click the email message.
  2. Select Follow Up > Mark Complete.
    Folloup Toolbar
    The Follow Up Flag changes to a green checkmark and is removed from the To-Do Bar.

Set a Reminder

  1. Select the email message for which you want to set the reminder.
  2. Select Home >Follow Up > Add Reminder.
  3. In the Custom box, for Flag to, select Follow up or type a description.
  4. Check the Reminder box, enter date and time, and then select OK.An alarm bell Remainder icon will appear on the message.
  5. To change the time for the reminder, select Follow Up, select Add Reminder, edit the time, and then select OK.

Find an Action Item

  1. If Outlook finds something in an email that looks like an action item, an Action items tab Action Items automatically appears on the reading pane.
  2. Select the Action Items drop-down arrow to read the action item, and then select FOLLOW UP if you’d like to set a Follow Up Flag to remind you to do that action item.

    NOTE: If you select FOLLOW UP, the action item displays in the To-Do Bar pane.

  3. When the task is done, mark it complete.
    • From the Action Items drop-down, select Mark Complete, or
    • In the To-Do Bar pane, right-click the flagged message and select Mark Complete.

Create color categories

  1. Select Home > Categorize > All Categories.
  2. To Rename a category color, in the Color Category box, select a color category, and then select Rename. Type an appropriate name for the selected category, and then press Enter.
  3. To change the category Color, select the color you want from the Color drop-down ColorDropdown .
  4. To create a New color category, select New, type a name, select a color, and select OK.
  5. When you are done with Color Categories, select OK.

Assign an email a color category

  1. Right-click an email message.
  2. Select Categorize, and then select an appropriate color category for the message.

Organise email by using folders

Create folders to organize emails, move messages, and add folders to your Favorites folder for easy access.

Create a folder

  1. Right-click Inbox and select New Folder.
  2. Type a name for the folder and press Enter.

Create a subfolder

  1. Right-click a folder and select New Folder.
  2. Type a name for the folder and press Enter.

Move messages into a folder

  1. Select an email message.
  2. Drag and drop it into a folder.

    NOTE: To move more than one email, select an email, hold down the Shift key and select other messages, and then click, drag, and drop them into a folder.

Add a folder to Favorites

  • To add a folder to Favorites, right-click the folder, and then select Show in Favorites.

    NOTE: You can also select the folder, and then drag and drop it in Favorites.

Always Move Messages

  1. Select an email message.
  2. Select Home > Move Move > Always Move Messages in This Conversation
  3. In the Always Move Conversation box:
    • Select a folder if one already exists and click OK.
    • If a folder doesn’t exist, select New… to create a new folder.
    • In the Create New Folder box, enter a name for the new folder, and select OK.
  4. Select OK to exit the Always Move Conversation box.

Search and filter email

Search is a powerful tool to help find email messages anywhere in Outlook.

Search email

  1. Select the search bar.
  2. Type a name, subject, or phrase which is included in the email message that you want to find.

Refine your search results

  1. Select the search bar and type a name or subject.
  2. Select an option to refine or widen your search: All Mailboxes, Current Mailbox, Current Folder, Subfolder, or All Outlook Items.
  3. You can also select a category within the Refine group to further filter your search results:
    • From – only shows results from a specific person.
    • Subject – only shows results based on the subject.
    • Has Attachment – only shows emails that have attachments.
    • Categorized – only shows results that have a specific category assigned to them.
    • This Week – searches by when the email message was received: Today, Yesterday, This Week, Last Week, This Month, Last Month, This Year, or Last Year.
    • Sent To – searches messages Sent to You, Not Sent Directly to You, or Sent to Another Recipient.
    • Unread – only shows unread messages.
    • Flagged – only shows messages flagged by you.
    • Important – only shows emails marked as Important.
    • More – filters your results based on more advanced criteria, such as Cc or Sensitivity.
  4. Select Recent Searches to run recent searches again.

    NOTE: Outlook saves only the recent search query, not the results.

  5. Select Close Search to close the Search tab.

Organise your inbox with rules

Create rules based on senders or recipients of messages, use rule templates, and delete a rule to help organize your email.

Create a rule based on senders or recipients of a message

  1. Select the message for which you want to create a rule.
  2. Select Home > Rules.Suggested rules appear, based on the message senders and recipients.
  3. Select an option:
    • Select one of the suggested rules, select a destination folder, and then select OK.
    • For more rules options based on the sender, recipients, or subject of the message, select Create Rule.
  4. If you select Create Rule in step 3, then the Create Rule box appears.
  5. In When I get e-mail with all of the selected conditions, check the boxes for the conditions you want.
  6. In Do the following, check the boxes for the actions you want the rule to take when the specified conditions are met.
  7. Check the Move the item to folder box.
  8. Choose Select Folder, and then pick an existing folder or select New to create a folder to store the messages.
  9. Select Advanced Options to add more conditions, actions, or exceptions to the rule.
  10. Follow the remaining instructions in the Rules Wizard, and then select OK.

Use Outlook rule templates

  1. Select Home > Rules > Manage Rules & Alerts.
  2. In the Rules and Alerts box, select E-mail Rules, and then select New Rule.
  3. In Step 1: Select a template, select a template from the list of templates in Stay Organized or Stay Up to Date.
  4. In Step 2: Edit the rule description, select an underlined value. For example, if you select the people or public group link, then the Address Book opens.
  5. Select Next.
  6. In Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
  7. In Step 2: Edit the rule description, select an underlined value for any condition that you added, and then specify the value.
  8. Select Next.
  9. In Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
  10. In Step 2: Edit the rule description, select an underlined value for any action that you added, and then specify the value.
  11. Select Next.
  12. In Step 1: Select exception(s), choose any exceptions to the rule, and then select Next.
  13. In Step 2: Edit the rule description, select an underlined value for any exception that you added, and then specify the value.
  14. Select Next.
  15. In Step 1: Specify a name for this rule, type a name for the rule.
  16. In Step 2: Setup rule options, select the checkboxes for the options you want.
    • To run this rule on the messages that are already in Inbox, select the Run this rule now on messages already in “Inbox” checkbox.
    • The new rule is now automatically turned on. To turn off the rule, clear the Turn on this rule checkbox.
    • To apply this rule to all the email accounts set up in Outlook, select the Create this rule on all accounts checkbox.
  17. Select Finish.

Delete a rule

  1. Select an email message.
  2. Select Home > Rules > Manage Rules and Alerts.
  3. Select any existing rule in Rules and Alerts, and then select Delete.
  4. Select Yes to confirm.