1. Purpose

To configure Microsoft Outlook (Desktop Client) to trigger desktop notifications for emails that are automatically moved to a subfolder (e.g., Inbox > alerts) using a mail rule.

2. Problem Statement

By default, Microsoft Outlook Desktop only generates desktop alerts for emails delivered to the main Inbox folder.

When a rule moves emails directly to a subfolder (e.g., alerts), desktop notifications are not triggered unless explicitly configured in the rule.

3. Resolution

Modify the existing mail rule to include the Display a Desktop Alert action.

4. Procedure

Step 1: Open Rules Configuration

1. Open Microsoft Outlook Desktop

2. Navigate to:
   File → Manage Rules & Alerts

Step 2: Edit Existing Rule

1. Select the rule that moves emails to the alerts folder

2. Click:
   Change Rule → Edit Rule Settings

3. Click Next until you reach the section:

   "What do you want to do with the message?"
   

 

Step 3: Enable Notification Actions

1. Check:

   • ✅ Display a Desktop Alert

   • Also, you can enable ✅ Play a sound for notification sounds, but it is optional

     • You have to select a Tone for that by clicking in the blue underlined Sound option
       

     • Here you can select any kind of Tones (Message tones, Ringtones etc..), by default there are so many Tones available. Also, you can add new one, but it should be a WAV file.

     • 
       

     • Then you can choose a Tone for this notification

2. Click Next → Click Finish → Click Apply → Click OK
   

5. Additional Checks (If Notification Does Not Appear)

Verify global Outlook notification settings:

• Go to:
  File → Options → Mail

• Under Message arrival, ensure:

  • ✅ Display a Desktop Alert is enabled

Also verify Windows notification settings:

• Settings → System → Notifications

• Ensure Outlook notifications are enabled.