09/10/2024
I get a request more than once a week on how to filter all the emails that flow into their inboxes.
The two easy answers are, get an extra email box that you can have marketing sent to and have a separate email for only family and friends. The other way to reduce emails is to use our Email scanning service. It sends the emails that have bad things attached to them and sends them to an email review them in case you still want one of those emails. The next steps will explain how to redirect emails to another folder allowing only the most important emails to flow to your inbox.
If you use outlook at your company or you could purchase a subscription from us or Microsoft license for $4.50/mo. Once on Outlook you make a new folder called “InHold” Then you select an email you want to keep but it’s not something you want to see all the time. Once you select the email, double click it and the email address with display with the “copy” symbol. Click the “copy” symbol and you now see a check mark. This function has copied the email you want to do a push “Move” command every time you get an email from this address.
Now that you have an address you want to move to. Click on the “Rules” under the “Home” tab. The first time you want to “Create” a rule. You’ll now see the “Create Rule” menu. Click the “From” box at the top of the menu. Then click the “Advanced Options” to bring up all the options. Next click the “Next .” button. At the top of the screen it will say, “move it to the specified folder” . Now you select the “specific” (highlighted blue) and select the “InHold” folder you just created. Now all the emails from this address go to the “InHold” folder.
Repeat this function for other email addresses by selecting the “Move” tab under the “Home” tab on Outlook and then the “Rules”, “”Manage Rules and Alerts”. Select the rule you just created and double click it. Then you’ll see the “from” and the email addresses in blue. Add the additional email address here in the “From” field.
You can put many email addresses in this “From” field. Personally, I create a Word document with all the email addresses if Outlook loses your rule in Outlook and you can’t recover the rule or the email addresses.
We also have technicians that can come to your office locally in Minnesota or remotely from the USA or Costa Rica and get your computers and emails working to make you more productive.
