Display Desktop Notifications For Mail Coming Into Any Folder


Introduction

I’ve been asked many times over the years how to get Outlook (up to 2010 anyway) to display a desktop notification for mail that arrives in any folder (due to incoming mail rules), as the in-built ‘New Mail Desktop Alert’ will only display for mail that is delivered directly to the Inbox.

You could apply the “display a Desktop Alert” action to all of your existing rules, but that will make those rules into Local rules that will only run while Outlook is open, which isn’t good for rules you need to have run at the server (i.e.: forwarding mail).

This How-to covers a way to create a generic Outlook rule that will make notifications display for any incoming mail, regardless of (and without affecting) other existing rules.

Steps

(5 total)

1

In Outlook, create a new blank rule

0cd3adf5fd90850044e7b7f76b1a674c2e55ca5115b180ec6117feccfe808251 step1

a) Navigate to the Rules and Alerts dialog.

– For Outlook 2003 and Outlook 2007:

Navigate to Tools -> Rules and Alerts…

– For Outlook 2010:

Navigate to the Home tab -> Move group -> click Rules -> Manage Rules & Alerts…

b) Click “New Rule” to start the Rules Wizard.

2

Initialize the new rule

874d6871b309f26e00b8ef07e2f4ff0c1cabe36ce08d22219cf3df2e703601d4 step2

Select “Start from a blank rule” and ensure that “Check messages when they arrive” (or “Apply rule on messages I receive” in 2010) is selected.


Click Next.

3

Verify Conditions

21cf2677f79c41450a03d943b1d3868b875ff2f6ea6d0c7eea7f0b9ca1963e09 step3

On the Conditions screen, and ensure that NO conditions are selected.

Click Next, and agree that you understand it will apply to all messages.

4

Setup Actions

E7791c014840084a9ede13a73fda0ff4db4ecb40b4cb4b73576a6fcce5f62025 step4a

Locate and select (only) the “display a Desktop Alert” action.

Click Finish to save the rule and close the wizard.

5

Position the rule

822c96d9084edc4984162fb899d80b1a44b7afc23021301d975ef927e766ae65 step4

Move the new rule to the top of the rule list to ensure it happens before any other rules take action.


Conclusion

That should do it. 🙂

You should now get a desktop notification for any message that arrives, regardless of other rules that my sort it into specific folders.



dpejic has written 84 articles

Leave a Reply

Your email address will not be published. Required fields are marked *

*

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <s> <strike> <strong>