Post by drcard on Jan 15, 2024 8:46:54 GMT -5
Hi All,
This tip isn’t for all users, but if you use Outlook and have contacts whose emails you want to make sure don’t end up forgotten about in the Spam or Junk Folder this tip will help you.
This leads to a second tip in a separate posting.
The instructions refer to screenshots “below” where the word “below” is a link to that screenshot. This forum doesn’t allow the links within a document and all the images. If you desire to see the linkable screenshots to better understand the instructions you can download the pdf version of this tip at the following link:
Outlook Rule To Check Spam Folder For Emails You Want
This is a free hosting site which means that a pop up ad will occur when you click to download the pdf file. Just close the pop up window and download is very quick.
Outlook Rule To Check Spam Folder For Emails You Want
What
Instructions to create and use a rule in Outlook to check your Spam and/or Junk Mail folders for emails that were wrongly placed in that folder and are emails you want to see. Running the rule will move any of those emails to your Inbox.
Why
Spam filters occasionally wrongly identify an email as “spam” and place that email in a Spam or Junk Mail folder, bypassing the Inbox. If a user doesn’t routinely check the emails in the Spam/Junk Mail folder, the user will miss emails that they wanted to see. Even if the user checks the Spam/Junk Mail folder they still may overlook an email from a sender they want. The rule will perform that search and move any emails matching your criteria quickly and with much greater accuracy than any user could.
Note: The instructions and screenshots are from Outlook 2019 but should work with many other versions of Outlook.
How
Notice: Click the red colored text in the instructions to see the screenshot it refers to. Click the red colored “here” in the return statement below the screenshot to return to the instructions exactly where you left to view the screenshot.
Step 1: Create the Rule
o In Outlook on the Home tab click the dropdown arrow next to Rules and select Manage Rules & Alerts... to open the Rules and Alerts window.
o On the Email Rules tab click the New Rule... button to open the Rules Wizard as shown below.
o Under Start from a blank rule select Apply rule on messages I receive and click Next> to go to the next page as shown below.
o On the select conditions page select the with specific words in sender’s address condition which will cause specific words to appear underlined in the Step 2 box below. Click this specific words to open the Search Text box as shown below.
o In the box under Specify a word or phrase to search for in the sender’s address enter part of an email address that identifies that sender you want moved from the Spam/Junk Email folder. This allows you to be creative and not have to enter the entire email address to identify the sender(s) and allows you identify many email addresses from one entry.
Example situations:
Many individual email addresses from the same business or organization with their own email domain such as @businessname.com. Entering businessname (the @ sign and .com is not needed) or a part of that businessname that is unique to that business will cause all senders from that business/organization to be moved to the Inbox.
For senders with a common domain such as @gmail.com enter a part of the email address before the domain that uniquely identifies that sender. Example: For the email address albertjones@gmail.com I would enter albert since it is the only email address I have with albert in the address. Thus albert will identify albertjones@gmail.com emails and move them to the Inbox.
After entering the search text for a group or individual email address click the Add button to add that search text to the list of search texts the rule will look for.
o Add search text to identify each business, organization, and individual you don’t want left in the Spam and/or junk mail folder. Depending upon the number of email senders you want to make sure don’t wind up in the Spam/Junk Mail folder this could take some effort, but you will get that effort back and then some by not having to check the Spam/Junk Mail folder yourself and no emails will be missed. You can return to this rule and add and delete search texts for different email senders as often as you desire.
o When finished adding search text to the list, press the OK button to close the Search text window and return to the Rules wizard conditions page. Click Next on that page to go to the Actions page as shown below.
o Select move it to a specified folder action which will place that action in the Step 2 box below with specified blue text and underlined. Click this specified to open the Choose folder window for your account as shown below.
o Select the Inbox to highlight it as chosen and click the OK button which return to the actions page of the Rules wizard with specified replaced with Inbox. Click Next to go to the next page of the wizard as shown below.
o In Step 1 enter a name for the rule. Names can not have any spaces in it. Select a name that reflects what the rule does such as SpamCk for this rule that checks the spam folder.
o In Step 2 leave these boxes unchecked unless you want the same rule for a different email account in Outlook (aka: you have two or more different email addresses/accounts)
o Click Finish button to finish creating your rule and close the wizard.
Step 2: Use the Rule
o In Outlook on the Home tab click the dropdown arrow next to Rules and select Manage Rules & Alerts... to open the Rules and Alerts window as shown below.
o Click the Run Rules Now button to open the Run Rules Now window as shown below.
o Select the rule to run by placing a checkmark to the left of the rule’s name.
o Rules run only in a folder (and subfolders of a folder), so for the rule to move emails from the Spam or Junk Mail folder you must tell the rule to run in that folder. Use the Browse button to open the Choose folder window to select the Spam (or Junk Mail) folder to run the rule in.
o Click the Run Now button to run the rule. It will appear that nothing happened when you pressed the Run Now button. If there were any emails where the search text matched any part of its address, it was moved to the Inbox. There will be no form of confirmation.
o To be sure the rule works: transfer some emails from senders that you have entered search text for to the Spam or Junk Mail folder. Run the rule and see that it has moved those emails to the Inbox.
o After you run the rule you will need to close the Run Rules Now window and the Rules and Alerts window.
Comments
o The technique of this rule allows you to create rules to cull emails from specific senders from a group of emails.
o If you decide to use this rule on a regular basis, I suggest you see my Run a Rule in Outlook with Two Clicks tip.
This tip isn’t for all users, but if you use Outlook and have contacts whose emails you want to make sure don’t end up forgotten about in the Spam or Junk Folder this tip will help you.
This leads to a second tip in a separate posting.
The instructions refer to screenshots “below” where the word “below” is a link to that screenshot. This forum doesn’t allow the links within a document and all the images. If you desire to see the linkable screenshots to better understand the instructions you can download the pdf version of this tip at the following link:
Outlook Rule To Check Spam Folder For Emails You Want
This is a free hosting site which means that a pop up ad will occur when you click to download the pdf file. Just close the pop up window and download is very quick.
Outlook Rule To Check Spam Folder For Emails You Want
What
Instructions to create and use a rule in Outlook to check your Spam and/or Junk Mail folders for emails that were wrongly placed in that folder and are emails you want to see. Running the rule will move any of those emails to your Inbox.
Why
Spam filters occasionally wrongly identify an email as “spam” and place that email in a Spam or Junk Mail folder, bypassing the Inbox. If a user doesn’t routinely check the emails in the Spam/Junk Mail folder, the user will miss emails that they wanted to see. Even if the user checks the Spam/Junk Mail folder they still may overlook an email from a sender they want. The rule will perform that search and move any emails matching your criteria quickly and with much greater accuracy than any user could.
Note: The instructions and screenshots are from Outlook 2019 but should work with many other versions of Outlook.
How
Notice: Click the red colored text in the instructions to see the screenshot it refers to. Click the red colored “here” in the return statement below the screenshot to return to the instructions exactly where you left to view the screenshot.
Step 1: Create the Rule
o In Outlook on the Home tab click the dropdown arrow next to Rules and select Manage Rules & Alerts... to open the Rules and Alerts window.
o On the Email Rules tab click the New Rule... button to open the Rules Wizard as shown below.
o Under Start from a blank rule select Apply rule on messages I receive and click Next> to go to the next page as shown below.
o On the select conditions page select the with specific words in sender’s address condition which will cause specific words to appear underlined in the Step 2 box below. Click this specific words to open the Search Text box as shown below.
o In the box under Specify a word or phrase to search for in the sender’s address enter part of an email address that identifies that sender you want moved from the Spam/Junk Email folder. This allows you to be creative and not have to enter the entire email address to identify the sender(s) and allows you identify many email addresses from one entry.
Example situations:
Many individual email addresses from the same business or organization with their own email domain such as @businessname.com. Entering businessname (the @ sign and .com is not needed) or a part of that businessname that is unique to that business will cause all senders from that business/organization to be moved to the Inbox.
For senders with a common domain such as @gmail.com enter a part of the email address before the domain that uniquely identifies that sender. Example: For the email address albertjones@gmail.com I would enter albert since it is the only email address I have with albert in the address. Thus albert will identify albertjones@gmail.com emails and move them to the Inbox.
After entering the search text for a group or individual email address click the Add button to add that search text to the list of search texts the rule will look for.
o Add search text to identify each business, organization, and individual you don’t want left in the Spam and/or junk mail folder. Depending upon the number of email senders you want to make sure don’t wind up in the Spam/Junk Mail folder this could take some effort, but you will get that effort back and then some by not having to check the Spam/Junk Mail folder yourself and no emails will be missed. You can return to this rule and add and delete search texts for different email senders as often as you desire.
o When finished adding search text to the list, press the OK button to close the Search text window and return to the Rules wizard conditions page. Click Next on that page to go to the Actions page as shown below.
o Select move it to a specified folder action which will place that action in the Step 2 box below with specified blue text and underlined. Click this specified to open the Choose folder window for your account as shown below.
o Select the Inbox to highlight it as chosen and click the OK button which return to the actions page of the Rules wizard with specified replaced with Inbox. Click Next to go to the next page of the wizard as shown below.
o In Step 1 enter a name for the rule. Names can not have any spaces in it. Select a name that reflects what the rule does such as SpamCk for this rule that checks the spam folder.
o In Step 2 leave these boxes unchecked unless you want the same rule for a different email account in Outlook (aka: you have two or more different email addresses/accounts)
o Click Finish button to finish creating your rule and close the wizard.
Step 2: Use the Rule
o In Outlook on the Home tab click the dropdown arrow next to Rules and select Manage Rules & Alerts... to open the Rules and Alerts window as shown below.
o Click the Run Rules Now button to open the Run Rules Now window as shown below.
o Select the rule to run by placing a checkmark to the left of the rule’s name.
o Rules run only in a folder (and subfolders of a folder), so for the rule to move emails from the Spam or Junk Mail folder you must tell the rule to run in that folder. Use the Browse button to open the Choose folder window to select the Spam (or Junk Mail) folder to run the rule in.
o Click the Run Now button to run the rule. It will appear that nothing happened when you pressed the Run Now button. If there were any emails where the search text matched any part of its address, it was moved to the Inbox. There will be no form of confirmation.
o To be sure the rule works: transfer some emails from senders that you have entered search text for to the Spam or Junk Mail folder. Run the rule and see that it has moved those emails to the Inbox.
o After you run the rule you will need to close the Run Rules Now window and the Rules and Alerts window.
Comments
o The technique of this rule allows you to create rules to cull emails from specific senders from a group of emails.
o If you decide to use this rule on a regular basis, I suggest you see my Run a Rule in Outlook with Two Clicks tip.