Guide: Auto-Delete Emails in MS Outlook: Guide
After Gmail, Microsoft Outlook is the most popular email provider out there. The companies love Microsoft Outlook for its tight integration with the Office 365 suite. As for consumers, Microsoft has done a commendable job with storage, cross-platform availability, and features The Outlook app is available on iOS, Android, Windows, macOS and Web. The company bought the popular Acompli app and Sunrise calendar to speed up the development of the mobile app. In short, there are plenty of reasons to use Outlook over the rivals for personal use. But with only 15 GB of free storage, there may be no more storage space. And with the growing trend of unnecessary marketing emails and spam, it is more difficult than ever to filter the relevant emails out of the email junk. Microsoft does offer the Focused Inbox feature, but it is limited to filtering relevant emails for the user. Another useful addition is Outlook rules. It is the Outlook version of IFTTT. Rules allow you to create multiple automations to archive specific emails or delete the email part. In this post, we will do that guide you through the Outlook Rules feature, and we will create some rules to delete and auto-archive emails from Outlook automatically. The message will also cover another Outlook bonus trick to unsubscribe from irrelevant emails from one place. Let’s start. Download Microsoft Outlook
Create a rule for automatically deleting the email
First, the Rules feature is only available in the Outlook Windows / Mac app and Outlook Web. In this post, I’ll mention the steps for Outlook on the web. Step 1: Open Outlook web and sign in with your Microsoft account credentials. Step 2: Select an irrelevant email and open it.
Step 3: Tap the three-dot menu and select Create rule. Step 4: Create a rule to move the messages from the sender to Deleted items.
After that, all emails from the sender will be moved directly to the deleted inbox. You can still access them from the Deleted Items menu in the folders.
Create automatic deletion rules from Outlook settings
The above scenario moves all the emails from the sender to deleted items, but what if someone wants to delete emails with certain subjects or certain keywords from the message body. For example, I don’t want to receive loan offers, Corona virus updates, or other marketing junk from my bank. However, I would like to receive the monthly statement and credit card bill by mail. So, how to set up such rules? Follow the steps below. Step 1: Open Outlook web and go to Settings. Step 2: Check out all Outlook settings and it will open the special settings menu.
Step 3: Select the Rules option and select Add New Rule. Step 4: Let’s call it Bank Rules and add a condition. Step 5: Add keywords that are no longer relevant to you, I’ve added the message terms like Loan, EMI, etc.
Step 6: Create a rule to move all emails to the delete folder and click Save. Whenever you receive the emails with the keywords Loan, EMI or Important, they are automatically moved to the delete folder.
Let’s make one more handy rule. Shall we? Every company sends Coronavirus related emails to users. While I applaud their efforts, it sometimes gets tiresome to read daily news about the deadly virus. Using Outlook rules, you can automatically delete that email before it reaches you. Step 1: Open Outlook web and go to Settings> Email> Rules. Step 2: Let’s name the new line ‘Coronavirus’ and add conditions. Step 3: Add conditions such as whether the message text contains the keyword ‘Coronavirus’, ‘COVID-19’ and then move those emails to the delete folder.
Outlook rules are a powerful feature and the possibilities are endless. Here’s how I use it. When I’m on vacation, I create a rule to move all incoming emails to a ‘While Traveling’ folder and never be interrupted during the family period.
Unsubscribe from irrelevant email senders
The auto delete feature is useful when you want to filter relevant emails from the fake emails. But what if you don’t want to receive emails from the sender at all? Well, you can always use the email’s unsubscribe option. But finding that little checkout button in every email can be time consuming and boring. Fortunately, Outlook Web allows you to see all email senders with an unsubscribe button in one place. Step 1: Open Outlook web and go to Settings. Step 2: Navigate to Mail> Subscriptions. Step 3: Here you can see the list of email senders with a large unsubscribe button
Step 4: Unsubscribe the unnecessary from the menu and you can also tap the three-dot menu to block the sender. I am using this feature once a quarter to remove the irrelevant emails from the list.
Use Outlook like a pro
Microsoft Outlook has an excellent control function. You can use it to automatically delete incoming emails, auto-archive them, move them to different folders for a specified time, and even unsubscribe the unnecessary sender from the single menu. The solution mentioned above has worked like a miracle for us. Have you come up with another solution that doesn’t require a third-party app? The next up: Outlook allows you to create a custom signature for better personalization. Read the post below for more information how to set it up.
Auto-Delete Emails in MS Outlook: Guide: benefits
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