Trending February 2024 # How To Use Microsoft Outlook Rules To Manage Your Inbox # Suggested March 2024 # Top 2 Popular

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Managing your inbox takes work, especially when you receive many emails every day. Using rules in Microsoft Outlook, you can take care of your inbox automatically. This saves you time from manually taking action on messages and helps you handle your email.

How Do Rules Work in Outlook?

Rules in Outlook allow you to set up actions for email that meets particular criteria. When the messages arrive in your inbox, the rules take over to perform those actions automatically.

For example, you can move email from your favorite store to a shopping folder, mark messages that come from your supervisor as important, or automatically forward email to your partner.

You can do things like this automatically once you set up rules, then just sit back and let Microsoft Outlook rules do the work of managing your inbox without lifting a finger.

How to Create a Rule in Outlook

Setting up a rule in Outlook is a step-by-step process that the application walks you through. Start by selecting the email criteria, move on to picking the actions, optionally add exceptions to the rule, then turn on the rule.

Create a Rule From Scratch

      The Rules Wizard box gives you the basic types of triggers to start, similar to templates in Outlook. Below “Start from a blank rule,” you can choose whether the rule will apply to email you receive or send.

                Give your rule a name at the top and select the “Setup rule options.” Check the box to “Turn on this rule.” Optionally, check the other two to run the rule immediately on current email and use the rule on all of your email accounts.

                    Your rule now shows with a checkmark next to it in the Rules and Alerts box. If you want to disable the rule later, you can return here and uncheck the box. Select “OK” or “Apply” to save and exit or “Cancel” if you change your mind.

                    Did you know: you can turn emails into tasks in Microsoft Outlook.

                    Create a Rule Based on an Email

                    To create a rule based on an existing email, select the message in your inbox or open it in its own window. Go to the “Home” tab, open the “Rules” drop-down menu, and select “Create Rule.”

                      In the “Create Rule” window, you’ll see the available conditions at the top. Because you’re creating a rule based on the email, you can use criteria such as from that person, what the subject contains, or sent to only you.

                        Choose the action you want to take based on the condition. You can display it in the New Item Alert Window, play a sound, or move it to a folder.

                          If you’d like to add more conditions or actions, choose “Advanced Options.” You’ll see the same boxes as the Rules Wizard. Make your selection(s) to create your rule.

                            Tip: the next time you’re taking a few days off, set an out-of-office message in Outlook.

                            Outlook Rule Examples

                            Now that you know how to create a rule in Outlook, let’s walk through a few useful examples. We are creating these rules from scratch using the instructions above.

                            Move Messages to a Folder

                            If you often move your messages to folders to keep your inbox organized, you can set up a rule to automatically move them and save some time.

                              Move through the Rules Wizard as shown above by optionally choosing more conditions and actions, adding exceptions, and finally naming and enabling the rule.

                              Flag Email for Follow Up

                              Flagging email is another good way to organize messages, as it allows you to assign and see the flag as soon as the email arrives.

                                Follow the remaining prompts to move through the Rules Wizard and save and enable your rule.

                                Note: once a flagged message pops up, you can schedule your response in Outlook.

                                Assign a Category to an Email

                                To quickly spot email that falls into certain categories, why not create a rule to do so upfront? This will put the messages in their respective categories for you to see at a glance.

                                      Mark Messages With Priority

                                      If you assign a priority to select email, like those from your boss or a special client, you can mark them as important right off the bat. Or perhaps you want to mark email where you’re included as CC as low priority.

                                            Tip: become an email pro with Outlook keyboard shortcuts.

                                            Frequently Asked Questions Where do I find my Outlook rules?

                                            You can access your rules if you’d like to disable, edit, or delete one or more in the Rules Manager window.

                                            Why doesn’t my Outlook rule work?

                                            There can be several reasons that a rule you set up in Outlook isn’t working as expected. Below are a few things to look for:

                                            Check the “Manage Rules & Alerts” box to make sure the rule is enabled.

                                            Be sure that the rule calls for a valid folder or contact and not one you’ve deleted.

                                            Confirm that a different rule isn’t being applied first.

                                            For additional causes and solutions, look at the Microsoft Support page.

                                            Can I set up a conditional formatting rule in Outlook?

                                            Conditional formatting is available in Outlook in a separate spot than the email inbox rules discussed here.

                                            Go to the “View” tab and select “View Settings” in the ribbon. In the box that appears, choose “Conditional Formatting,” then set up the rule in the subsequent Conditional Formatting box.

                                            Image credit: Pixabay. All screenshots by Sandy Writtenhouse.

                                            Sandy Writtenhouse

                                            With her BS in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She wanted to help others learn how technology can enrich business and personal lives and has shared her suggestions and how-tos across thousands of articles.

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                                            You're reading How To Use Microsoft Outlook Rules To Manage Your Inbox

                                            How To Use Microsoft Whiteboard

                                            How to Use Microsoft Whiteboard Whiteboard allows meeting participants to draw and write together

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                                            In this article, we will teach you how to install and use the Microsoft Whiteboard app.

                                            First, you need to

                                            download

                                            and install the

                                            app

                                            that is available in the Microsoft Store.

                                            You can share your Microsoft Whiteboard with external users via a link.

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                                            INSTALL BY CLICKING THE DOWNLOAD FILE

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                                            Download Outbyte Driver Updater.

                                            Launch it on your PC to find all the problematic drivers.

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                                            Microsoft has a new whiteboard called just like that, Microsoft Whiteboard. What was in 2023 just a piece of leaked information, now, with Windows 10 version 2004, has become a full-fledged application that will probably replace the old Microsoft Sketch Board.

                                            Microsoft Whiteboard is a freeform, digital canvas where people can collaborate on new projects and ideas. In other words, wherever you are in the world, you can use Microsoft Whiteboard to hold a meeting with your team online.

                                            How can I use Microsoft Whiteboard on my PC? 1. Download and install the app

                                            First, you need to download and install the app that is available in the Microsoft Store.

                                            After installing, you will need to sign in to Whiteboard with your Microsoft

                                            account

                                            or Microsoft 365 account.

                                            You can also install it on your iOS device from the App Store and if you’re a commercial user, you can use Microsoft Whiteboard in a browser, on the Microsoft Whiteboard site.

                                            Lastly, if you’re a Surface user, you just have to tap on the Whiteboard icon from the Start Screen.

                                            2. Share Microsoft Whiteboard with team members

                                            Users can share a whiteboard to make it available to all participants in a meeting. The same whiteboard is available simultaneously in all the Whiteboard applications on Windows 10, iOS, and the web app.

                                            1. Launch Microsoft Whiteboard.

                                            3. Select the Web sharing link button to turn the feature on.

                                            4. Copy the link and send it to your team members.

                                            3. Change the settings in Microsoft Whiteboard

                                            From there the most important or most used settings are the Export option where you can export the board as a PNG image or a high-quality SVG image and the Clear canvas option.

                                            You might also want to play with the Toolbar location. By default, the tools are at the bottom but you can also place them on the left or right of the screen.

                                            Expert tip:

                                            4. Other Microsoft Whiteboard settings options

                                            Object snapping – It helps you align your content by providing a visual cue. When you move an object, a line appears close to another object.

                                            Ink to shape – When Ink to Shape is active and you’re trying to draw a shape it will automatically change the hand-drawn ink strokes to a precise shape on your whiteboard.

                                            Ink to the table – The whiteboard allows you to create tables with just a few ink strokes.

                                            To begin a table, first draw a square on the canvas. Once it is recognized by Whiteboard, cross the shape with a vertical or horizontal line to create columns and rows, respectively.

                                            After the first stroke, + and – signs will appear on the screen if you want to add more rows or columns faster like in the example below.

                                            Format background – You can change the background color or you can add different orientation marks like dots, squares, or even graph paper.

                                            1. The Inking tool 

                                            The first tool is the Inking tool, and the most important because there are the active tools that you will need to draw.

                                            When you change the thickness of the line, you will also change the pressure sensitivity gradient in you’re using an active pen.

                                            Other tools for inking include the basic ones that you can find in any other drawing apps like a highlighter, a ruler, a lasso select, and the Undo and Redo buttons.

                                            2. Adding a picture and a sticky note

                                            The next two tools from the tool menu are pretty self-explanatory. They are for adding pictures and sticky notes.

                                            3. Adding a menu and other pictures and documents

                                            The next button is a complex menu in itself because you can add a lot of content:

                                            Paste an element

                                            Add a text box

                                            Note grid – for adding more organized notes

                                            List – for adding an actual list

                                            Template – for adding a template already set up for different tasks like brainstorming, project planning, and more

                                            Bing image – for adding a picture from the picture web search in Bing

                                            PDF -for adding a PDF document

                                            Word document – for adding a Word document

                                            PowerPoint document – for adding a PowerPoint presentation

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                                            Use Advanced Diagnostics In Microsoft Support And Recovery Assistant To Fix Outlook Issues

                                            To resolve issues experienced while working with Office suite, Microsoft offers a useful tool called SaRA (Support and Recovery Assistant). The tool is designed to run multiple scans to diagnose and fix problems occurring in Office apps. So, if you find an Office app like Microsoft Outlook is not working properly, you can use Advanced Diagnostics in Microsoft Support and Recovery Assistant to fix it.

                                            Using Advanced Diagnostics in Microsoft Support & Recovery Assistant

                                            If your Microsoft Outlook account is not working as desired and causing problems, you can use the Advanced Diagnostics section in Microsoft Support and Recovery Assistant to scan Outlook for known issues and build a detailed report of your Outlook configuration. Take the following steps,

                                            Select which apps you are having problems with

                                            Review your Outlook Scan

                                            Sharing Results

                                            You’ll need an internet connection to download, install, and use the Microsoft Support and Recovery Assistant

                                            1] Select which apps you are having problems with

                                            When presented with ‘Select which apps you are having problems with’ screen, choose Outlook and hit the ‘Next’ button.

                                            Now, when prompted to confirm that you are using the affected machine, select ‘Yes’ and again hit the ‘Next’ button.

                                            When the new window opens, enter your account details and press ‘Next’.

                                            Once your account is verified and validated by Office 365, the scanning process will kick-in.

                                            When the scanning is in progress, you will see a window with spinning dots under heading ‘Checking’. The process may take several minutes to run.

                                            Once the scan is complete, you’ll see a notification bearing the following message – We’re done collecting your Outlook configuration details.

                                            Read: How to use command-line version of Microsoft Support and Recovery Assistant.

                                            2] Review your Outlook Scan

                                            The scanning report will show 3 tabs namely-

                                            Issues found

                                            Detailed View

                                            Configuration Summary

                                            Each of the above tabs will allow you to see a summary of your Microsoft Outlook configuration.

                                            Choose a tab and select an issue to expand it for a more detailed description. Every description will be followed by a link to an article, covering all necessary steps to resolve the issue.

                                            Issues Found

                                            The first tab, ‘Issues Found’ tab will provide you a list of configuration issues that are detected during the scan.

                                            Detailed view

                                            This scenario also collects important configuration information for Microsoft Excel, Microsoft PowerPoint, and Microsoft Word. To see this information, expand the Miscellaneous section in the tree view.

                                            Configuration Summary

                                            The details of the scanning contained in the Configuration Summary tab represents a snapshot of the configuration settings collected on a frequent basis and analyzed.

                                            If the small size of the text bothers you or strains your eye, you can view the scan results in a browser.

                                            3] Sharing your scan results

                                            SaRA allows users to share your scanning results with Microsoft as well.

                                            Users who have an Office 365 account

                                            If you sign in to SaRA by using an account in Office 365, the application will allow you to send your files to Microsoft. This can be helpful in times when you are working with a Microsoft Support engineer to get some assistance. Moreover, if you choose to send the files they will be securely uploaded.

                                            Users who do not have an Office 365 account

                                            For users who choose to sign in to SaRA via an account not supported by Office 365, there will be no option available to send files to Microsoft.

                                            Now, you can copy the file from this folder to share with the person who is helping you to fix your Outlook issue.

                                            Lastly, SaRA is not just made to fix Outlook issues for Office 365 or on-premises. It has also options for troubleshooting Dynamics, OneDrive and Skype for Business issues.

                                            How do I fix Microsoft Outlook email problems?

                                            The solutions depend on the error or problem you are getting while using the Outlook app. However, in most cases, you can use Microsoft Support and Recovery Assistant to get it fixed. For your information, the Advanced Diagnostics option is pretty handy in solving Outlook problems.

                                            How do I troubleshoot Outlook performance issues?

                                            To troubleshoot Outlook performance issues, you need open Outlook in Safe Mode and check if you are getting the same issues or not. If yes, you need to repair the Outlook email profile first. Then, you can create a new Outlook profile. Finally, it is suggested to repair Outlook via the installer.

                                            That’s all! Hope it helped you.

                                            Fix: Microsoft Wants To Use Your Confidential Information

                                            Fix: Microsoft Wants to Use Your Confidential Information Issues with Keychains is often the trigger for this problem

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                                            To fix Windows PC system issues, you will need a dedicated tool

                                            Fortect is a tool that does not simply cleans up your PC, but has a repository with several millions of Windows System files stored in their initial version. When your PC encounters a problem, Fortect will fix it for you, by replacing bad files with fresh versions. To fix your current PC issue, here are the steps you need to take:

                                            Download Fortect and install it on your PC.

                                            Start the tool’s scanning process to look for corrupt files that are the source of your problem

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                                            Users can use Microsoft apps on Mac, allowing access to Office apps such as Outlook, SharePoint, Excel, etc. MacBook users report Microsoft wants to use your confidential information stored in the Adalcache prompt when working, and it refuses to disappear.

                                            Why do I get the Microsoft wants to use your confidential information pop-up?

                                            Microsoft wants to use your confidential information stored in adalcache prompt that appears when using any Microsoft Office apps like SharePoint, PowerPoint in Excel, Outlook, etc., on Mac.

                                            However, the repeated keychain access prompt can occur due to many factors. Some are:

                                            Moving Office app package to another location – The most likely cause of the recurring keychain access prompt when opening Office apps is that the Office app package is not in the default location. It causes Microsoft not to read the Office app package when needed on your Mac.

                                            Issues with the Keychains on Mac – A keychain app on Mac is an encrypted container that securely stores account names and password credentials for apps. If there’s any issue with the keychain, it may cause Microsoft apps to request access.

                                            Issues with the Office app cache – The app cache can become corrupt and old, causing the app to malfunction or crash sometimes. So, you may experience the recurring keychain access prompt due to a corrupt cache of the Office app you want to access.

                                            Suppose Microsoft SharePoint wants to use your confidential information stored in adalcache, or OneDrive wants to use your confidential information stored in adalcache in your keychain. In that case, we have the solutions below to fix the problem.

                                            How do I fix the pop-up Microsoft wants to use your confidential information message?

                                            Fix network issues on your Mac.

                                            Close and reopen the Office app showing the prompt.

                                            Restart the Mac device and check if the error persists.

                                            If you can’t fix the issue, proceed with the troubleshooting methods below.

                                            1. Lock Keychain Permissions for Office

                                            Locking the keychain access will stop every activity it has on the Office app. Hence, restoring the keychain permissions for Office on your Mac can help you resolve this issue.

                                            Expert tip:

                                            2. Clear the app cache

                                            Deleting the app cache will resolve corrupt files in its folder and fix the recurring keychain prompt.

                                            3. Remove keychains for Microsoft Office and all occurrences of ADAL on Mac

                                            Deleting the keychain entries for Microsoft Office and all occurrences of ADAL on your Mac will fix any compromised keychain causing the problem.

                                            Another issue Mac users complain about is Mac not connecting to hotspot.

                                            Further, we have a detailed guide about iCloud sign-in repeatedly popping up on PC and Mac.

                                            In conclusion, if Microsoft wants to use your confidential information stored in adalcache, these steps should help you troubleshoot it.

                                            Still experiencing issues?

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                                            How To Enable Or Disable Error Checking Rules In Microsoft Excel

                                            The real power of Microsoft Excel lies in its formulae. However, as a Microsoft Excel user would know well, making mistakes with formulae are common since they are complicated. You can fix this by tracing these errors and checking suggestions for improvements. This is called Background error checking. We will show you the procedure to enable or disable the same.

                                            What is Background error checking in Excel?

                                            Microsoft Excel is not only about arranging data in sheets. The real purpose of the software is to make calculations. Microsoft Excel is used to create information out of random data. Formulae are used for this purpose. Since formulae in Microsoft Excel can get very complicated, it is important to check them for errors. When Microsoft Excel does this process automatically in the background, then it is called Background error checking.

                                            How to enable or disable Error checking rules in Microsoft Excel

                                            Background error checking is enabled on Microsoft Excel by default. However, if a third-party extension disabled it or another user disabled the option, it can be re-enabled again as follows:

                                            Launch Excel

                                            From the menu, select Options.

                                            Go to the Formulas tab.

                                            In the Error checking section, check the box associated with Enable background error checking.

                                            If you wish to disable Background error checking, then simply uncheck the box.

                                            If the enabling or disabling or Background error checking is caused due to a third-party extension, you will have to disable the same.

                                            How to change the color for Background error checking in Excel?

                                            The color for errors marked through the Background error checking process are all green. This is because green is the default color for these marked errors. You can change this color as well. The procedure is as follows:

                                            Go to the Formulas window as explained earlier.

                                            In the Error checking group, you will find an option for Indicate error using this color.

                                            Change the color from the drop-down menu.

                                            How to reset Ignored errors in Microsoft Excel?

                                            The Background error-checking process marks errors as per a set procedure. Many errors marked by the process could be genuine formulae or instructions. In this case, you can ignore them or whitelist them. Should you be willing to reset this list of Ignored errors, then the procedure is as follows:

                                            Go to the Formulas window as explained earlier.

                                            Scroll down to the Error checking section.

                                            You will notice a button for Reset Ignored Errors.

                                            How to modify Error checking rules in Microsoft Excel?

                                            The Background error checking is dependent on a set of rules which can be modified. Basically, these rules indicate which figure or formula will be marked as an error. The procedure to change these error-checking rules is as follows:

                                            Go to the Formulas window as explained earlier.

                                            You will notice options with checkboxes.

                                            Check a box to enable the associated option and uncheck the box to disable the associated option.

                                            How to change error checking rulesin Microsoft Excel?

                                            The meanings of the error checking rules are as follows:

                                            1] Cells containing formulas that result in an error

                                            Whenever the error is with the syntax of the formula itself, then this rule comes into play. It is marked with #VALUE! or #DIV/0! .

                                            2] Inconsistent calculated column formula in tables

                                            This rule marks cells in which the syntax of the formula may be correct, but the formula might be inconsistent with the column. Eg. If you mark a column which doesn’t fit in the formula, then you will get an error.

                                            3] Cells containing years represented as 2 digits

                                            Years should be represented as 4 digits. Some people prefer them as 2 digits. This rule will mark the cell if the year is marked as 2 digits. If you did this intentionally, then you can consider unchecking the checkbox associated with this rule.

                                            4] Numbers formatted as text or preceded by apostrophe

                                            Writing ten and mentioning 10 is read differently by Microsoft Excel. Similarly, writing 10 and “10” is read differently by Excel. Anything other than numerical representation of numbers is not read by formulas.

                                            5} Formulas inconsistent with other formulas in the region

                                            When you use lots of formulas in Microsoft Excel, eventually, formulas become dependent on each other. In many cases, the value obtained by one formula is used by another one. In this case, the mentioned rule will mark an error if a formula you created in not in conjunction with other formulas of the region in the Microsoft Excel sheet.

                                            6] Cells containing data types that couldn’t refresh

                                            A lot of data in Microsoft Excel is picked from other sources. As an example, you can add stock market data to Microsoft Excel. Since this data keeps changing, Microsoft Excel keeps refreshing the data and uses that data for other calculations. However, imagine a case where the internet is not working, or the server of the stock market is down. In this case, the data will not refresh. This rule will mark an error to indicate the same.

                                            7] Formulas which omit cells in a region

                                            Formulas may or may not influence all cells in a region. However, if they do not impact each cell, the mentioned rule will come to play. Should this be done intentionally by you, the rule can be left unchecked.

                                            8] Formulas referring to empty cells

                                            An empty cell carries a default value of 0 but that might not always be the intention for keeping the cell empty. If a cell included in a formula is empty, it will be marked if this rule is active.

                                            9] Data entered in a table is invalid 10] Misleading number formats

                                            When you read dates, time, etc, they use a specific format. This is called number format. The Misleading number format rule can help with marking such number formats.

                                            Why does Background error checking in Excel keep disabling on its own?

                                            A lot of functions in Microsoft Excel are managed by its extensions. These extensions can also manage the Background error checking and disable the option. Merely re-enabling it will not solve the problem for long-term. You can disable the problematic extension as follows.

                                            Open Microsoft Excel.

                                            In the left pane, go to the Add-ins tab.

                                            Corresponding to the drop-down menu associated with Manage, select COM Add-ins.

                                            Try this method till your problem gets fixed. You will be able to figure the problematic extension using the hit and trial method.

                                            How do I enable error checking in Excel?

                                            To enable error checking in Excel, you need to follow the steps as mentioned above. Open the Excel Options panel first and switch to the Formulas tab. Then, find the Enable background error checking option and enable it to turn the feature on. You can also follow the article for a detailed guide.

                                            How do you enable the Formulas referring to empty cells in the error checking rules?

                                            As of now, there is no option to enable or disable this functionality in Microsoft Excel. However, if you want to turn on or off error checking in the same app, you can go through the above-mentioned steps. For your information, you can set various conditions to enable or disable the error checking.

                                            How To Backup Your Microsoft Sharepoint Online

                                            How to backup your Microsoft SharePoint online

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                                            SharePoint enables simple sharing and collaboration between users all over the world, so there’s no wonder that you want to know how to backup SharePoint online.

                                            To achieve your goal, don’t hesitate to use the recommended third-party program from below.

                                            The best practices for SharePoint online backup include using the built-in recovery option too.

                                            Just keep in mind that versioning only supports native Office 365 formats, while data is only stored for a maximum of 93 days.

                                            X

                                            INSTALL BY CLICKING THE DOWNLOAD FILE

                                            To fix Windows PC system issues, you will need a dedicated tool

                                            Fortect is a tool that does not simply cleans up your PC, but has a repository with several millions of Windows System files stored in their initial version. When your PC encounters a problem, Fortect will fix it for you, by replacing bad files with fresh versions. To fix your current PC issue, here are the steps you need to take:

                                            Download Fortect and install it on your PC.

                                            Start the tool’s scanning process to look for corrupt files that are the source of your problem

                                            Fortect has been downloaded by

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                                            readers this month.

                                            Microsoft SharePoint is the number one data-sharing tool used by countless worldwide organizations. It promotes teamwork through dynamic and productive team sites.

                                            With SharePoint, you can share data, news, resources, and files between co-workers. For instance, you can collaborate with members of your organization across platforms such as PC, mobile devices, and Mac.

                                            As a result, not only does SharePoint make data transfers easier but it also helps the users find information faster, thus increasing efficiency.

                                            Unfortunately, not everything goes according to plan. Sometimes data gets corrupted, lost, or deleted by accident.

                                            To prevent such a thing from happening in the first place, rest assured that there are ways that allow you to backup your online files and data on SharePoint.

                                            How can I backup my Microsoft SharePoint online? 1. Give a try to a reliable third-party program

                                            The native backing options that SharePoint offers are not the most efficient, nor the simplest ways of ensuring your data is safe.

                                            For this reason, we recommend you try reliable Windows backup software that will save you plenty of time and hassle.

                                            Such tools are created to make the user’s job easier and also create safe and secure backups, preventing loss of data.

                                            Backup software are generally versatile and let you save your data to multiple platforms, such as a cloud, NAs, disks, SAN, or tapes.

                                            They also use powerful encryption so no one will be able to open the backup and see your data without your permission.

                                            2. Use the built-in recovery option Versioning Compliance Retention

                                            After you’ve successfully applied the new policy, it may take a while for it to take effect. When it’s done, all the files added to the specific SharePoint sites will be retained by the policy.

                                            How many days SharePoint online sites are backed up? Assuming that’s your question too, let us tell you that versioning only supports native Office 365 formats, and data is only stored for no more than 93 days.

                                            Also, let us tell you from the start that the search and export operations are lengthy, sometimes taking hours or even days to process.

                                            These are the main solutions for backing your data on SharePoint. Using both methods should ensure that your files are safe, thus making work easier for both you and your colleagues.

                                            Still experiencing issues?

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                                            Update the detailed information about How To Use Microsoft Outlook Rules To Manage Your Inbox on the Kientrucdochoi.com website. We hope the article's content will meet your needs, and we will regularly update the information to provide you with the fastest and most accurate information. Have a great day!