Creating Outlook Rules for a Secondary Email Address

Creating Outlook Rules for a Secondary Email Address

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[Today's post comes to us courtesy of Justin Crosby from Commercial Technical Support]

A couple weeks we published an article on how to add an additional email address to an O365 account. When you receive email for a user with multiple email addresses, the To line will always display the primary email. For Example, let’s say you have a user named Don and his email is Don@contoso.com. He also has a secondary email address of Sales@contoso.com. When Don looks at his email in Outlook, mail sent to Sales@contoso.com will appear to have been sent to Don@contoso.com.

In some cases people want to know exactly what address an email was sent to. You could always look at the headers, but this is cumbersome. A better way to handle this is to create an Outlook rule.

To do this in Outlook 2010:

  1. From the Home tab click Rules > Create Rule…
  2. Click the Advanced Options… button.
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  3. Check the with specific words in the message header checkbox.
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  4. Click specific rules link and the secondary email you wish this rule to apply to. In this example I entered sales@contoso.com.
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  5. Click Ok and then Next.
  6. From here you can decided what you want to do to the message. Common options would be to move it to a folder or to assign it a category. You can even apply multiple actions. In this example I am just going to move the message to a folder I created named Sales.
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  7. Click Finish.

Now when you receive email sent to the secondary address(es) this rule will run and apply your custom action to it.

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Comments
  • <p>Hi, Why not use Conditional formatting. &nbsp;i.e. View - View Settings - Conditional Formatting - Add. &nbsp;this gives the options to highlight (font size/colour) to show emails have been sent to the secondary email address. &nbsp;This removes the need to Rules and highlight the emails while in the single Inbox view. - Craig.</p>

  • <p>Amazing stuff, very well done guys it works!</p> <p>Could you also please find out how to get &quot;Send as&quot; working so you can send using this secondary email address as well?</p>

  • <p>You just change the Exchange rights and give Send as rights. &nbsp;Then you go into Outlook and expose the additional &#39;from&#39; line inside of Outlook and just send as the other person. &nbsp;Google or bing Send As and it&#39;s easy to set.</p>