Problem: Rules are moving messages to other folders but you'd like to see the desktop alert that shows the sender and subject for a few seconds in the lower right corner of your screen. Or you only want the desktop alert to display for messages from certain people.
Solution: Create a rule with the action to display a desktop alert.
It's the last action in the list in the Rules Wizard.
When you use the display a Desktop Alert rule, turn off desktop alerts in Outlook's Options (in Mail, near the top of the page), otherwise there is no need for the rule. If you use Windows 10 and newer, you need to have Show notification banners enabled for Outlook in Notifications in Windows Settings.
The action to display a message in the new item alert window displays the message (or list of messages) in a small window similar to the reminder window. Unlike the desktop alert, it stays on the screen until you close it.
Problem: You're going on vacation and want to handle incoming messages differently, depending on the sender. If the e-mail is from anyone in the Global Address Book or from specific external addresses, it gets forwarded to two co-workers and those senders receive a reply telling them that their e-mail has been forwarded. Everyone else gets a reply containing my return-to- work date.
Solution: You can create rules using the Out of Office Assistant, using some of the same options available in Outlook's Rules Wizard.
If you don't want to send Out of Office replies to everyone, you can use Rules Wizard rules to limit the response to specific people. Also, you should verify with your administrator that replies to Internet address are not disabled. And finally, remember that Out of Office sends just one autoreply to each address, not one for each message they send you.
Rules Wizard allows you to choose an address book, if you want the rule to apply to a large number of addresses. You'll need to create a reply template but you may need to leave Outlook logged into your mailbox for the rules to work (depending on the conditions and actions you choose).
Hi. The problem with this is that the rule becomes a "desktop app only rule" it will only works if you have the client running. I'm assume that when you close the app the rule will not be executed (as opposed to a "server side rule"). There is a fix for this? I want to recive the notification no matter the Outlook client is running or not. (like, on the phone, for example).
Correct, this is for Outlook desktop only. For notifications on mobile devices, Microsoft needs to build the option into the app.
Or better yet, allow notifications (either mobile, desktop or anything) to be shown for sub-folders of "Inbox" and not only "Inbox" itself. We can only dream....