Who is this article for?

Mail Manager users wishing to use Outlook quick steps or rules to file emails.

Mail Manager must be installed.

This article explains how to use Outlook quick steps or rules to file emails with Mail Manager.

1. Pre-requisite: filed folders and initial setup

Ensure the Filed Folders' after-filing setting is enabled.

Perform an initial filing to link a folder with a filing location.

Alternatively, create a folder with a * prefix under Inbox, right-click it, select "Assign as a Mail Manager Filed Folder," and associate it with a location.

Mail Manager Desktop scans filed folders periodically and files unmarked emails. If emails aren’t filed within 30 minutes, verify your setup.

Do not delete or replace the location linked to the filed folder, and keep the after-filing setting enabled.

2. Quick steps setup

Follow these steps:

1. Right-click an email and select Manage Quick Steps.
2. Click New, then Move to Folder.
3. Name it (e.g., "File to Receipts").
4. Select a filed folder associated with a filing location (e.g., "* Receipts").

5. Click Finish.
6. Click OK to save.

7. To use, right-click an email, choose Quick Steps, then your named step.

8. This moves and files the email if configured correctly. Check the status screen after 30 minutes to confirm.

3. Rules

1. Create a rule by right-clicking an email or from scratch.

2. Manage Rules & Alerts will display your rule.

By default, rules apply to all incoming inbox emails but can be run on other folders.

For more on Outlook rules, refer to Outlook Help.

Important: These methods require filed folders and their locations to remain unchanged. Check regularly to ensure emails are filing correctly—look for marked emails, status page updates, and correct folder placement. This depends on Mail Manager Desktop running; it won't work with the web version alone. Allow about 30 minutes for processing.