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How to Filter Email in Outlook ?
This blog teaches you how to filter incoming email to different folders in Microsoft Outlook. Messages can be filtered by email address (sender or receiver), words, and phrases.
Method 1 - Filtering by Email Address
1. Open Microsoft Outlook. It’s usually in the Microsoft Office folder, which you’ll find in the All Apps area of the Start menu.
2. Click a message sent to or from an address you want to filter. This opens the message in the right panel.
• For example, if you want to filter all mail sent from one email address, click an email from that sender.
• If you want to filter messages sent to one of your email addresses, click a message addressed to that address.
3. Click the Home tab. It’s near the top-left corner of the screen.
4. Click Rules. It’s in the row of icons near the top of the screen, toward the center.
5. Click Always Move Messages From <sender> or Always Move Messages To <address>. A list of folders on your account will appear.
6. Select the folder you to which you want these messages filtered. If you don’t see a folder you want to use, click New to create one, then select it.
7. Click OK. Future email sent to or from the email address you selected will be moved to the selected folder upon receipt.
Method 2 - Filtering by Words
1. Open Microsoft Outlook. It’s usually in the Microsoft Office folder, which you’ll find in the All Apps area of the Start menu.
2. Click a message containing a word or phrase you want to filter. The word or phrase can be anywhere in the message, such as the subject, body, or header.
3. Click the Home tab. It’s near the top-left corner of the screen.
4. Click Rules. It’s in the row of icons near the top of the screen, toward the center.
5. Click Manage Rules & Alerts.
6. Click New Rule. It’s at the top-left corner of the window.
7. Select Move messages with specific words in the subject to a folder. Even if you don’t want to filter only words in the subject, select this option for now.
8. Click Next. A list of options and check boxes will appear.
9. Remove the check mark from “with specific words in the subject.” You can skip this step if you only want the filter to look at words in the subject line.
10. Select the parts of the message where the filter will look for the words.
Choose at least one of these options:
• with specific words in the subject or body
• Example: You want to filter messages with the word “coupon” in either the subject or the body to a folder called Coupons.
• with specific words in the message header
• Example: You want messages sent through a certain mail server to go straight to the trash.
• with specific words in the recipient’s address
• Example: You want mail sent to support@yourdomain.com to go to a folder called Support.
• with specific words in the sender’s address
• Example: You want messages sent from anyone with the word “wiki” in their email address to a folder called Wiki.
11. Click Next.
12. Type the word or phrase and click Add. You can add multiple words and phrases if you wish.
13. Click OK. This brings you back to the list of filter conditions.
14. Click the specified link. It’s in the box at the bottom of the window as a part of the phrase “specified folder.” A list of folders on your email account will appear.
15. Select the folder you to which you want these messages filtered. If you don’t see a folder you want to use, click New to create one, then select it.
16. Click OK.
17. Click Next. Now you’ll see a list of actions Outlook can take based on the filter you created.
18. Check the boxes next to what you’d like to happen. Make sure “move it to the specified folder” (the second option) is checked so the message lands in its folder. The others are optional, but can be helpful based on your needs.
19. Click Next.
20. Enter a name for the filter. This is how it will appear in your list.
21. Check the box next to “Turn on this rule.” If you’d like, you can also check “Run this now” so the filter will scan the mail you’ve already received.
22. Click Finish. Future incoming messages will now be sorted based on the word or phrase you entered.
How to Use Microsoft Outlook ?
In this guide, you'll learn the basics of how to use Microsoft Outlook email. Not only will you learn how to compose and send your first email, these Outlook tutorials will show you how to organize your Outlook email inbox effectively.
Whether you've just started using Microsoft Outlook, or need to brush up on your Outlook skills, this ultimate beginning guide to Microsoft Outlook email software will help. Outlook has many useful features too that will not only aid you composing and sending emails, but will help you use your email more effectively.
How to Use Outlook to Be More Productive ?
Whether you use Microsoft Outlook for your work email or personal email, you likely spend a lot of time each day on email. These comprehensive Microsoft Outlook tutorials will show you how to get the most from your email system. Understanding what your Outlook email system can do is the first step to saving time and working more effectively.
Jump into one of these comprehensive beginner Outlook tutorials. Or bookmark this guide to start working through each helpful subject as you have time.
Microsoft Outlook plugin (desktop)
Note: For a better experience, Zoom recommends using the Zoom for Outlook add-in (web and desktop), particularly if your organization has computers running macOS. Microsoft will be blocking injection-based plugins from running in Outlook for macOS, and only allowing add-ins available through the Microsoft store. Initially planned for June 2020, this timeline has been postponed until late 2021, to be determined by Microsoft. We recommend migrating your organization to the add-in instead of using the desktop plugin.
Downloading the plugin
You can download the Zoom Microsoft Outlook Plugin MSI file from the Download Center. Once the download is complete, run the MSI file and follow the install wizard to complete the installation. You will need to restart Outlook before using the Plugin.
Note: Several versions of Outlook do not support the options to Schedule a Meeting or Start Instant Meeting. If you do not see these in the main ribbon bar, please check to see if they appear after creating a new appointment or calendar event.
Scheduling a meeting
Note: Your scheduler settings are synced from the Zoom web portal.
1. Click the Schedule a Meeting button.
2. Select your desired settings for scheduling a meeting.
• Meeting ID
• Generate Automatically: Generate a random unique meeting ID.
• Personal Meeting ID*: Use your Personal Meeting ID.
• Security:
• Passcode: Enter a meeting passcode. Joining participants will be required to input this before joining your scheduled meeting.
Note: The meeting passcode must meet complexity requirements set by your admin.
• Waiting Room: Enable Waiting Room for the meeting.
• Only authenticated users can join: Restrict access to the meeting so that only signed-in using can join.
• Video
• Host: Choose if you would like the host's video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
• Participants: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.
• Audio:
• Allow users to call in using Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).
• Dial in From: If Telephone or Both is enabled for this meeting, click Edit to select the dial-in countries to include in the invitation. By default, this includes your Global Dial-In Countries listed in your meeting settings.
• Allow participants to join before host: Allow participants to join the meeting without you or before you join. The meeting will end after 40-minutes for Basic (free) users if 3 or more people join the meeting. If enabled, you can also choose how far in advance of the scheduled start time you wish them to be able to join: 5 minutes, 10 minutes, 15 minutes, or Anytime.
• Mute participants upon entry: If join before host is not enabled, this will mute all participants as they join the meeting.
• Automatically record meeting: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally (to your computer) or to the cloud. Learn more about automatic recording.
• Show in Public Event List: Add the meeting to a public calendar associated with your vanity URL.
• Enable additional data center regions for this meeting
• Approve or deny entry to users from certain regions and countries: Host can either allow only participants from specific counties/regions to join, or block all participants from specific counties/regions.
• Include invite link in location field: This will include the join URL in the location field of the calendar event.
• Insert Zoom meeting invitation above existing text: Insert the Zoom meeting details at the top of the meeting invite (before any custom text entered in the meeting invite).
• Select a language to send invitation: This option allows you to choose the language you would like the Zoom invite to be in.
• Alternative hosts: Enter the email address of another Zoom user who is Licensed, on your account to allow them to start the meeting in your absence.
Note: If the meeting host wants to add alternative hosts to their meeting, they can enable the setting to Allow alternative hosts to add or edit polls. This feature requires Zoom client version 5.8.0 or higher. If you're not sure that alternative host is right role for you, learn about roles in a meeting.
• Save and do not show again: Check this if you would like to use these same settings as a default for other meetings going forward. The settings window will not pop up and you will need to manually open it to edit the settings.
3. Click Continue.
The calendar invitation will automatically generate with the Zoom meeting information.
Note: You can cancel the Zoom meeting or change the settings of the Zoom meeting in the calendar invitation by selecting the corresponding buttons in the menu.
Scheduling a Personal Audio Conference (PAC)
Note: Before following these steps, make sure you select the appreciate dial-in numbers in the web portal.
1. Enable and configure Personal Audio Conferencing in the web portal.
2. Click on the arrow at the bottom of Schedule a Meeting.
3. If you have multiple PAC accounts, choose which you would like to schedule with. Will automatically populate a calendar event with your PAC information. Change the date and time and add attendees as needed
4. Click Send.
Making an existing event a Zoom meeting
1. Open an existing calendar event in Outlook.
2. Select either Schedule A Meeting or Personal Audio Conference to schedule the meeting type of your choice.
3. Select your desired settings for scheduling a meeting. See the Scheduling a Meeting section for more details.
4. Click Continue.
5. The invitation will now automatically fill in with the details.
6. Click Save & Close.
Missing plugin icon
If you do not see the Schedule a meeting icon in the menu ribbon, open your Outlook options.
1. Select Disabled Items.
2. Choose the Zoom Outlook plug-in
3. Select Enable.
4. Select the Com Add-ins
5. Check the Zoom Outlook plugin box.
