You know the feeling. It’s Monday morning and instead of starting fresh, you’re already drowning in emails. I mean, you could spend your Saturday morning just trying to get caught up - only to come back on Monday and find an even bigger tidal wave waiting. It’s the ultimate whack-a-mole. Sound familiar?

Meet Brad. Brad’s been stuck in this vicious cycle. He’s desperate for an extra day each week when his phone doesn’t ring and his inbox stays clear. But the truth is, Brad doesn’t need more time - he needs smarter email management. Enter Outlook rules - the closest thing to having a personal assistant for your inbox.

What are Outlook Rules?

Think of Outlook rules as automated helpers. They handle the repetitive stuff you do with your emails, freeing you to focus on what matters. Here are six rules Brad should be using to save hours each week.

1. Forward Emails and Archive Automatically

Ever get emails that aren’t actually for you but you still have to forward them to someone else? Maybe it’s an invoice that’s sent to you by mistake, but really belongs with accounts. Forwarding and then archiving these emails takes just 30 seconds each time - but multiply that by hundreds of emails, and you’re wasting precious hours.

Outlook rules can automate this. You set a rule to forward those emails to the right person and then archive them so they don’t clog your inbox. Simple, effective, brilliant.

2. Set Email Importance

Not every email deserves the same level of attention. That 30% off sale from your favourite clothes brand? Probably not urgent. But an email from your boss about a project update? Absolutely.

Create a rule to flag important emails from key people so they’re clearly marked and easier to spot. That way, you’ll never accidentally miss the ones that matter most.

3. Delete Unwanted Emails Automatically

How many newsletters or repetitive emails do you delete every day? It’s frustrating, and it wastes time. Instead, set a rule that sends these straight to the trash based on subject lines or sender addresses. For instance, if you keep getting a “meter reading reminder” email that’s not relevant, automate its deletion.

4. Categorise Newsletters

Newsletters aren’t all bad - sometimes they’re genuinely useful. But during work hours, they can be distracting. Use a rule to categorise newsletters so they skip your inbox and go into a dedicated folder. You can then catch up on them when you have time, without interrupting your workflow.

5. Move CC and BCC Emails to a Folder

Being copied in on emails (CC’d or BCC’d) often means the message isn’t urgent or directly for you. Create a rule that moves all these emails to a separate folder so your main inbox only contains messages you need to act on immediately.

6. Pin Important Emails

Important emails can get buried quickly. For crucial messages - think tax notifications or legal correspondence - pin them to the top of your inbox so they stay visible until you’ve dealt with them. No more missed deadlines or forgotten tasks.

Final Thoughts

Emails are supposed to save us time, but all too often they do the opposite. Using Outlook rules is like putting a trusted assistant in charge of the small stuff. You’ll gain hours every week, reduce stress, and finally feel like you’re in control of your inbox - rather than the other way around.

Try these six rules and watch the email chaos fade. Brad did - and he’s never looked back.