Some emails are more important than others. Instead of receiving alerts every time an email arrives, set Microsoft Outlook to only notify you when important things arrive in your inbox, instead of any old email that can wait until you check your inbox.
If Outlook email alerts distract you, the easiest thing is to deactivate them. But, What if you really need to know when an email arrives from your boss, a client or someone more important to you?
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Microsoft Outlook enables you to configure custom alert rules for specific email addresses or entire domains. We have covered the rules in general previously, so take a quick look if you've never used them before.
When you configure a custom alert with a rule, override the default alert permissions you have set. If you have disabled all alerts in Outlook, you will still receive an alert if you have a rule configured to do so.
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Create a rule for a specific person
To configure a custom alert rule for a specific person, open Outlook and then find an email from someone for whom you want an alert. Right click on the email and select Rules> Create Rule.
Alternatively, select the email and, on the Home tab of the ribbon, click Rules> Create rule.
Select the check box next to the sender's name, and then choose “Show in new item alert window” Y / O “Play a selected sound”.
If you choose “Play a selected sound”, you will have to select a sound file to play. Most people don't have a selection of .wav files on hand, therefore navigate to C: Windows Media (O / System / Library / Sounds / if you are using Outlook on a Mac) and choose the sound you want. You can use the play button in the window “Create rule” to hear the sound before confirming your choice.
Click on “To accept” in the Create Rule window and your rule is configured. From now on, you will receive an alert every time you receive a message from that email address.
Create a rule for an entire domain
If you want to receive an alert when you receive an email from a particular domain, as a specific customer or your home email domain, you will need to configure a rule from scratch.
On the Home tab, click Rules> Manage Rules and Alerts.
In the window “Rules and alerts”, click on “New rule”.
Please select “Apply rule to messages I receive” You have been asked to replace the word “Next”.
Move to down, select “With specific words in the sender's address” and then click “Specific words” underlined in bottom panel.
Add the domain for which you want to receive an alert, click on “Add” (you can add multiple domains if you want) and then click “To accept”.
The domain will have replaced “Specific words”. Click Next.”
Now, choose whether you want a sound to play, an alert is displayed or both. If you choose a sound, you will have to click on “A Sound” and select the sound you want. Once this is done, click on “Finalize”.
The rule will be visible in the list “Rules and alerts”. Click on “Apply” to activate it.
From now on, every time an email from that domain arrives, you will receive the alert you chose.
