Information Technology Services
Information Technology Services

Sorting Meeting Responses into a Separate Folder in Outlook 2013

This tutorial teaches you how to sort meeting responses into folders In Outlook 2013 to improve email organization

  1. Ensure Mail is selected in the Navigation Pane
    • On the Home tab, in the Move group, click Rules
    • Click Manage Rules and Alerts

    Click rules, manage rules and alerts

  2. The Rules and Alerts dialogue will appear
    • If you have more than one email account, from the Apply changes to this folder drop down list, select the Inbox that you want to create a rule for
    • Click New Rule

    Select the appropriate inbox and create new rule

  3. The Rules Wizard will begin
    • Select Apply rule on Messages I receive
    • Click Next

    select apply rule on message I receive from the wizard

  4. The Which condition(s) do you want to check? screen will open
    • Under Step 1: Select condition(s), select the condition uses the form name form 
    • Under Step 2: Edit the rule description , click the underlined form name

    select the condition uses the form name

  5. The Choose Forms screen  will appear
    • Select Application Forms from the dropdown menu
    • From the left column select and add the following: Accept meeting response, Decline Meeting Response, Tentative Meeting Response,and Meeting Cancellation. If you want, you can also sort these further by creating separate rules for the individual forms.  This rule will put all the forms that you add into a single folder. 
    • When finished click Close 
    • Click Next in the Rules Wizard.

    Add the meeting response forms from the left

  6. The  What do you want to do with the message? screen will open
    • Under Step 1: Select action(s), select the action move to the specified folder
    • Under Step 2: Edit the rule description, click an underlined value
    • Choose a folder that is created, or create a new folder directly from this selection dialogue.  If you want the folder to be a subfolder of your inbox, click your inbox and select New. Otherwise click your email address at the top of the list and then select New.
    • Name your folder
    • Click Next

    choose move to specified folder and select the appropriate folder

  7. You will be presented with a list of exceptions
    • Click Next as we need not enter any exceptions to this rule
  8. The Finish rule setup. screen will open 
    • Enter a name for the rule
    • Check any other options that you want. If you want to move meeting requests that are already in your inbox, select Run this rule now on messages already in "Inbox"
    • Click Finish

    Enter a name for your rule and hit finish