Best way to manage incoming customer emails automatically in Outlook?

Thomas Fast

Thomas Fast

New Member
OS Version(s)
  1. MacOS
  2. Windows
  3. iOS
Outlook version
Outlook 2019 64-bit
Email Account
Outlook.com (as MS Exchange)
Operating system::    Windows 11
Outlook version:     Windows 11
Email type or host:    IMAP (Gmail)
Hi everyone,

I’m trying to organize incoming emails more efficiently in Outlook, especially when dealing with multiple customer requests.
I was thinking about using rules or filters to automatically sort emails based on keywords or subjects.

My questions:
  • What’s the best way to set up rules for different types of requests?
  • Is it better to use folders or categories?
  • Any tips for keeping things organized without creating too many rules?

Thanks!
 
I prefer categories for the most part, because the mail is left in the inbox so I don't miss it. If you use rules, you need to check the folders or use an unread search folder to view the moved mail.

There is no easy way to create the rules, but if you are moving messages (or adding categories) with different keywords to the same folder, you can use one rule.

This apples the same action to messages based on addresses - I can add quite a few more addresses to the rule.
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