Emails coming in throughout the day often take our focus off of our work – and many of these messages do not require an immediate response. You can prioritize messages in Outlook to only see notifications from emails that likely require your attention. Follow these steps to limit notifications to emails from people you designate as “VIPs” (e.g. your manager, project team, external partner/funder etc.)
For desktop:
Turn off notifications for all emails: File -> Options -> Mail -> Uncheck “Display Desktop Alert”
Create rules for notifications from specific accounts: Right click an email from a “VIP” email address -> highlight “Rule” in the list and select “Create Rule”
In the dialogue box that opens select “Advanced Options”
Check box that says From “VIP name” then click next
Check box that says “display a Desktop Alert” then click next
If you want check boxes for exceptions (e.g. if you do not want see a notification when you are cc’d) then click next
Name the rule then click Finish
For mobile:
Tap Settings -> Notifications -> “Favorite People”
Tap an email from the VIP
Tap their contact icon (a picture of them or a colored circle with the persons initials)
Tap the star in the upper right corner of the screen to designate them as a favorite person
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