Rules, categories, signatures, meeting requests, and search to take control of a busy inbox.
This guide builds on the Outlook Basics post. These features make a real difference once your inbox is active and you need to stay on top of it without spending hours managing email.
A note on versions: Microsoft updates these apps constantly, and the exact wording, button placement and menu options can differ between versions, update channels and license types (perpetual vs Microsoft 365). If something on your screen does not match exactly what you see here, the feature is almost always still there, just in a slightly different spot or under a slightly different name. Use these guides as a map, not a pixel-perfect match.
Email Signatures
A signature is added to the bottom of your emails automatically. Go to File, Options, Mail, then click Signatures.
Click New to create a signature. Give it a name, type the content in the editor, then set it as the default for New messages and for Replies/forwards using the dropdowns at the top right.
Rules
Rules automatically sort, move, flag, or delete incoming email based on conditions you set.
Go to Home, Rules, Manage Rules and Alerts, then New Rule.
Common uses:
- Move all email from a specific sender to a folder
- Flag email with a specific word in the subject
- Delete newsletters automatically
The rule wizard walks through it in steps: choose a condition (from a specific person, with specific words in the subject, etc.), then choose what to do with it (move to folder, flag, delete, etc.), then name the rule and save it.
Categories
Categories add a colored label to emails and calendar events. They help you see at a glance what type of item something is.
Apply a category: Right-click an email, choose Categorize, and pick a color. Or select the email and use the Categorize button on the Home tab.
Rename categories: Go to Home, Categorize, All Categories to rename the color labels to something meaningful like “Client”, “Internal”, or “Action Required”.
Flags and Follow-Up
Flag an email to remind yourself to come back to it. Click the flag icon on the right side of an email in the message list, or right-click and choose Follow Up to set a specific due date and reminder.
Flagged emails appear in the To-Do Bar on the right side of the screen (if visible) and in the Tasks view at the bottom of the folder pane.
Meeting Requests
Instead of emailing people to schedule a meeting, send a meeting request directly from the calendar.
In Calendar view, click New Meeting (or from any view, Ctrl+Shift+Q). Fill in:
- Required - the people you are inviting
- Title - the meeting title
- Location - room name, address, or meeting link
- Start and End times
Click Send. The meeting appears on your calendar. Recipients get an email with Accept, Tentative, and Decline buttons. When they respond, their status shows on the meeting in your calendar.
Checking Attendee Availability
In the meeting request window, click the Scheduling Assistant tab. It shows a grid of when each invited person is free or busy, based on their shared calendar data.
Drag the meeting time block in the grid to a slot where everyone shows as free.
Calendar Sharing
You can share your calendar with colleagues so they can see your availability.
In Calendar view, go to Home, Share Calendar, and choose the calendar to share. Enter the recipient’s name or email and choose their permission level. They receive an email invitation to view your calendar.
Advanced Search
For a full set of search options, click in the search bar and then click the Search tab that appears in the ribbon.
Useful filters:
- From - filter by sender
- Subject - filter by subject text
- Has Attachments - show only emails with files attached
- Date - filter by a time range
You can combine filters. The search query builds in the search bar as you use the buttons.
Out of Office Reply
When you are away, set an automatic reply so senders know you are unavailable.
Go to File, Automatic Replies. Turn on automatic replies, check Only send during this time range, set your start and end dates, and type your message in the editor.
Note: this option only appears when Outlook is connected to a Microsoft 365 or Exchange account. It will not show for POP or IMAP accounts.
Links
Questions or something that didn’t work as described? Post below and I’ll follow up.
New to this topic? Start with: Microsoft Outlook Basics: Email, Calendar, and Contacts