Overview

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This article provides step-by-step instructions for creating rules in Microsoft Outlook that automatically filter incoming emails based on the sender's address. Setting up these rules can help you efficiently manage notifications and prioritize emails from specific sources.

Essential Information

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• Outlook rules allow you to sort emails into folders, flag them, or perform other actions based on specified conditions, like the sender's email address.
• Rules can be created for any email account you manage through Microsoft Outlook, whether it’s a work account, personal account, or shared mailbox.
• You must have permission to manage rules for shared mailboxes or other accounts that you don’t directly own.

Next Steps

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Steps to Set Up Outlook Mailbox Rules

1. Open Outlook: Open Microsoft Outlook on your desktop or through Outlook Web Access (OWA). 
2. Access the Rules and Alerts Menu.

1. On the desktop version of Outlook:
   • Click on the "File" tab in the upper left corner
   • Select "Manage Rules & Alerts" from the dropdown menu

3. Create a New Rule

1. In the Rules and Alerts window, click on "New Rule."
2. Select "Move messages from someone to a folder" under the section "Stay Organized."

4. Choose a Sender

1. Under the condition "from people or public group," click on the link.
2. A window will open where you can select a contact or enter the email address of the sender whose emails you want to filter. We have included a couple of the most commonly used:

Description	Expected from Email Address
Workflow Notifications: Transaction (i.e. Requisition, Invoice, Journal, Budget, Contract, etc.) is submitted for approval, approved or rejected.	oraclesfinancials@messaging.ucsd.edu
Bursting reports generated and sent to recipients, including but not limited to: AR PPM Invoices Emailed to Customer AR PPM Invoices Accepted/Rejected Project Cost Transfer Exceptions Daily Project Cost Transfers Processed	Opafs-cast@messaging.ucsd.edu ppmsd@messaging.ucsd.edu noreply@messaging.ucsd.edu

5. Select the Folder for the Filtered Emails

• After selecting the sender, click on "specified folder."
• Choose an existing folder or create a new folder where these emails should be moved.

6. Additional Actions (Optional) 

• You can add more conditions, such as filtering by specific keywords or marking the email as important.
• Select actions like deleting the email, flagging it, or forwarding it to someone else if needed.

7. Finish and Save

• Click "Finish" to save the rule.
• Ensure the rule is checked in the Rules and Alerts window so it will apply immediately.

8. Test the Rule

• • Monitor your inbox for approval notifications you are expecting to ensure the rule works as intended.
  • The email should automatically move to the designated folder based on your rule.