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Once you’ve found that email, right-click on it, choose Rules from the contextual menu, choose Create Rule, and up comes the Rules wizard: Hands down, the easiest way to get started with this is to find an email that matches the criteria for an “important email” - something from a particular sender, or with certain text in the Subject line, or whatever else makes it noteworthy. If you’d like for Outlook to play a special sound and pop-up a New Mail Alert and flag the email for follow-up, you can! You’re certainly not limited to one single action for a particular email. Outlook can also pop-up a window when that important email arrives, with a message you can customize:

This makes the email easy to spot when you’re reviewing your Inbox, and it also adds the email to your To Do List in Outlook so you’ll also see it whenever you review your Tasks:Īnd if that wasn’t enough, it can also pop-up a reminder at a time you set.ĭisplay a message in a New Items Alert window. Outlook can also place a colored flag next to important emails: This option works best if you are at your desk most of the time, perhaps turned away from the computer and not able to see emails arriving in your Inbox.įlag the email for follow-up today/tomorrow/whenever. You don’t have to use the same sound for all your important emails you can have one sound play for any incoming emails from your boss or senior partner and another one for anything from the court. If you’ve got your speakers turned on, you can assign a particular sound file to that incoming email. For example, here are three popular choices: There are several ways Outlook can alert you to the receipt of an “important” email (and, yes, you get to define what constitutes “important”). But if all you want is just a friendly “heads up” whenever something particularly important comes in, that’s what we’re going to talk about now. We’ve talked a bit about the Rules feature before, but mostly in the context of automating the movement of emails into subfolders and out of your inbox. You use Microsoft Outlook’s Rules feature, that’s how. So with your inbox continually filling up to capacity, how can you make sure you see the critical, gotta-deal-with-it-now emails? Let’s face it: some emails really are more important than others.