◆ Outlook · rules

Archive Records

Archive mail older than three years from the clerk mailbox into the long‑term archive and clean up large conversation …

2heights
2tasks
1roles do it
See the prompt↓More rules workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Archive mail older than three years from the clerk mailbox into the long‑term archive and clean…+
Archive mail older than three years from the clerk mailbox into the long‑term archive and clean up large conversation threads so the filing load stays within retention rules.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Run an audit that lists mail over three years flagged important, archive nonessential…+
Run an audit that lists mail over three years flagged important, archive nonessential conversations in bulk, and create a short retention log showing what was archived and why so records comply with retention rules and nothing critical is lost.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid
The tool
Rules Wizard

The Rules Wizard in Microsoft Outlook helps you manage incoming and outgoing email messages automatically based on conditions you define.

  1. 1

    Open Outlook on your desktop.

  2. 2

    Click the File tab in the top left corner.

  3. 3

    Select Manage Rules & Alerts.

    NoteThis opens the Rules and Alerts dialog box.

  4. 4

    On the E-mail Rules tab, select New Rule.

  5. 5

    Choose a template or select Apply rule on messages I receive or Apply rule on messages I send to start from a blank rule.

    Best practiceWhen creating a rule, ensure it applies to the correct email account if you manage multiple accounts in Outlook.

  6. 6

    Select the conditions for your rule and click Next.

  7. 7

    Select the actions for your rule and click Next.

  8. 8

    Add any exceptions to your rule and click Next.

  9. 9

    Enter a name for your rule, review the settings, and click Finish.

    NoteThe rule will now process messages according to your settings.

To quickly create a rule, right-click an email message in your inbox, hover over Rules, and then select Create Rule.

The Outlook Rules Wizard allows developers to integrate custom actions by 'running a script' as part of a rule's actions.

Glossary

words on this page
Apply rule on messages I receiveAn option to activate an automated email rule for all incoming messages.ExampleYou activate a rule to automatically move all future emails from your boss to a high-priority folder.
New RuleA tool to establish an automated action for emails based on specific conditions.ExampleYou create a new rule to automatically move all emails from 'newsletter@example.com' to your 'Reading' folder.
RulesAutomated actions that process incoming or outgoing email messages based on specified conditions.ExampleA rule automatically moves all emails with 'Invoice' in the subject line to your 'Billing' folder.

The real tasks

1 of them
Audit long-term mail and archive old records so the filing load stays within retention rules.

Who does this

1 roles
Office Clerk

Questions people ask

honest answers

Because you rarely think 'I want the redaction tool'. You think 'I have to share this without leaking the client's details'. Start from the need, and the feature finds you.

Real. Every job here was drawn from what people in real roles were actually seen doing in Outlook — not a feature checklist.

No. Each page gives you a ready prompt you can paste into an AI assistant, plus the plain steps to do it yourself. Start with either — the goal is the finished job, not the tool.