How you can show an alert when Outlook e mail from a particular tackle arrives

If an e mail from a shopper or boss is just too vital to go away sitting, create a rule that shows an alert when it arrives.

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Most of us don’t have numerous idle time to take a seat round ready on e mail, anticipated or not. And truthfully, most e mail can wait some time if you happen to’re busy doing one thing else. However sometimes, an e mail is vital sufficient that it wants fast consideration. How do you reconcile actuality with expectations? You set an alert to show a message telling you the e-mail has arrived. It’s simple to implement, and on this article, I’ll present you the way.

SEE: 83 Excel ideas each person ought to grasp (TechRepublic)

I’m utilizing Microsoft 365 on a Home windows 10 64-bit system. (I like to recommend that you just wait to improve to Home windows 11 till all of the kinks are labored out except you may have a particular cause for doing so.) There’s no demonstration file; you received’t want one. To the perfect of my information, Outlook for the Net doesn’t assist the brand new merchandise alert we’ll be utilizing, however you would possibly attempt one other motion.


When you must promptly attend to messages from a particular individual, reminiscent of your boss, you possibly can set a rule that can preserve you knowledgeable. It’s essential to be capable to establish the necessity in a roundabout way. For example, you would possibly use an individual’s e mail tackle or particular phrases within the topic, as you’d when creating most any rule. I’ll be utilizing my on-line e mail, [email protected] to arrange this rule—let’s fake that is my boss’s e mail tackle—to create a rule for a customized alert.

How you can create the rule in Outlook

After getting a transparent concept of what you want, you’re prepared to start out creating the rule. In Outlook, choose the Inbox the place you’ll be receiving these messages (when you have a couple of). Now, let’s get began:

  1. Click on the Dwelling tab and click on Guidelines within the Transfer group.
  2. Choose Handle Guidelines & Alerts from the dropdown listing.
  3. On the E-mail Guidelines tab, click on New Rule, which is able to launch the Guidelines Wizard.
  4. Within the first pane, choose the Apply Rule On Messages I obtain possibility (Determine A) and click on Subsequent.
  5. Within the Step 1 listing, examine From Folks Or Public Group (it’s the primary merchandise within the listing).
  6. Within the Step 2 management, click on the folks or public group hyperlink.

At this level, you possibly can select an tackle from the listing or enter it manually within the From management, as proven in Determine B and click on OK and the wizard will shut the Deal with Ebook window. You’ll select an tackle that is sensible to you.

Again within the Guidelines Wizard, click on Subsequent. At this level, we wish to establish what we wish Outlook to do when an e mail from [email protected] hits the Inbox.

Within the Step 1 listing, examine the Show a Particular Message within the New Merchandise Alert Window possibility, towards the underside of the listing.

Within the Step 2 management, click on the Particular Message hyperlink. (Discover that the e-mail is now a part of the rule.)

Enter the message, The boss is lookingas proven in Determine Cand click on OK to return to the wizard.

Click on Subsequent twice—we don’t have any exceptions so as to add.

Within the final pane, title the rule Message from Boss. Be sure that the Activate This Rule possibility is checked, as proven in Determine Dbut it surely needs to be by default.

Click on End after which click on OK to return to the mail window.

Determine A

A wizard will stroll you thru the method.

Determine B

Establish the e-mail tackle.

Determine C

Enter a message for the alert to show.

Determine D

Identify the rule.

Now that you’ve a rule in place, you’re able to see the way it works.

Use the rule

To see this rule at work, ship an e mail from the tackle you laid out in step 7. Most probably, it’s your individual e mail. Should you work offline or manually management your e mail, make sure to use the Ship/Obtain choice to ship after which obtain the brand new e mail.

When the message arrives in your Inbox, Outlook will show an alert, proven in Determine E. Outlook received’t show the message on high of the lively window. It’s going to, nonetheless, trigger the Outlook icon on the Process Bar to pulsate, alerting you that you’ve an e mail out of your boss. When you’ve got a number of alerts, you may not know which one it’s, till you overview the alert window (Determine E). To learn the e-mail, click on Open Merchandise. Or shut the alert by clicking Shut.

Determine E

The alert window will establish the alert.

That works properly and it’s simple to implement.

Alerts solely work when Outlook is open. You might be working in one other app, but when Outlook can also be open, it should show the alert. If Outlook is closed, Outlook will show the alert the subsequent time you launch Outlook. However what if you happen to’re speaking to somebody who’s stepped into your workplace, you’re on the cellphone, and even reviewing paperwork at your desk?

Add sound

As is, the alert is beneficial, visually. If there’s an opportunity you received’t see the pulsating icon, you possibly can add sound to the alert. At this level, the rule already exists, so let’s modify it as follows:

On the Dwelling tab, click on Guidelines and select Handle Guidelines & Alerts.

  1. Choose the rule (Determine F) after which click on Change Rule.
  2. Within the ensuing submenu, choose Play a Sound (Determine G).
  3. Within the ensuing window, choose one of many obtainable sound information (.wav) and click on OK. Browse down handed the folders till you see alarmx.wav information and select one. Whenever you return to the Guidelines & Alerts window, Outlook will show a small sound icon with the rule.
  4. Click on OK.

Determine F

Choose the rule you wish to modify.

Determine G

Select an motion from the submenu.

Now when an incoming e mail triggers the alert, you will note the pulsating icon and listen to the required alarm. This alarm will get your consideration so long as you’re shut sufficient to listen to it. It’s as much as you to examine for an alarm if you happen to step out of your workplace and miss the incoming alert. Should you set a number of alarms, select completely different .wav information, utilizing the completely different audio information to establish the alert. For example, you may need an alert to your boss and one out of your vital different. Utilizing two completely different .wav information will make it easier to decide whether or not the alert can wait or not.

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