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Displaying Desktop Alerts Of Mails Arrived In All Folders Of Microsoft Outlook Mailbox

Microsoft_Oulook_Desktop_AlertsMicrosoft Outlook is undoubtedly the best Desktop email client available today for Personal Computers. Even though I've multiple mail boxes powered by GMail & Google Aps, I prefer to access work related emails using the Microsoft Outlook(with the help of Google Mail + Outlook POP3/IMAP integration).

The reason for using Outlook is very straight forward. Outlook boosts my productivity several times compared to web clients. In Outlook, Composing mails with complex objects like Images, tables layouts and attaching local files is very easy.

When a new mail arrives, Outlook displays an alert on the bottom right corner of the screen. By default email alerts are displayed only when the email is delivered to the Inbox. If you have created any rules that automatically move your mail to a different folder the desktop alerts won't show.

There is a workaround to beat this limitation of Microsoft Outlook and receive desktop alerts for all new mails irrespective of whether they are landing on Inbox folder or moved to custom folders. Here are the steps to be followed

Step 1: Open Outlook and go to Tools ->Rules and Alerts menu. Click on New Rule.


Step 2: Choose Check messages when they arrive available in the section Start from a blank rule and click on Next button 


Step 3: Don't select any condition and click on Next button.

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Step 4: Outlook displays a warning message saying that this rule will be applied to all the incoming mails. Choose the option Yes to indicate that it is correct.


Step 5: Scroll down the displayed actions list and select display a Desktop Alert. Click on the Finish the button to complete the rule.


Step 6: If you have any other alerts configured, make sure that the Desktop Alert rule is first one in the list. To move the rule up in the order, select the rule and click on the Up icon.



19 Comments on Displaying Desktop Alerts Of Mails Arrived In All Folders Of Microsoft Outlook Mailbox

  1. Guru
    May 22, 2012 at 12:24 pm (7 years ago)


  2. Ranjith Suram
    July 5, 2011 at 2:08 pm (8 years ago)

    Thanks a ton…!! exactly what I was looking for.

  3. Mark Davies
    April 11, 2011 at 9:28 pm (8 years ago)

    Will this work with Hotmail?

  4. Priya
    April 8, 2011 at 3:57 pm (8 years ago)

    This is really a gr8 info..tried so many thngs bt din knw how to get ths working..Thanks alot ..this is really useful and is working for me now!!

  5. NirC
    October 27, 2010 at 1:47 pm (9 years ago)

    Great one. 10x

  6. Balachander Ganesan
    October 22, 2010 at 6:50 pm (9 years ago)

    Really helpful

    And seems lot of good stuff in your site. Subscribed to your RSS :)

  7. Alex
    September 29, 2010 at 5:09 am (9 years ago)

    thanks a lot, works for me really nice

  8. L01SLane
    August 27, 2010 at 11:54 pm (9 years ago)

    Correction – it works… when I click on the inbox of the IMAP folder! ???

  9. L01SLane
    August 27, 2010 at 11:46 pm (9 years ago)

    This is not working for me. I have one exchange and one IMAP mail box. The rules set up on the IMAP mail box are NOT working.

    Any thoughts?

  10. Kokila
    July 27, 2010 at 1:13 pm (9 years ago)

    Thanks for the work around. Really helps me a lot

  11. George
    March 26, 2010 at 2:32 pm (9 years ago)

    I have to disagree that outlook is the “best” email client but immense thanks for this post! Very helpful.

  12. J
    March 16, 2010 at 4:12 pm (9 years ago)

    Thank you very much, you saved me a lot of time! Now I have a nice alert for each message (I added an extra sound in the rule, it looks so pro!)

  13. Matt
    March 16, 2010 at 4:22 am (9 years ago)

    Great, it’s exactly what I was looking for, and it’s working perfectly!

  14. Ron
    October 30, 2009 at 7:43 pm (10 years ago)


  15. Cathy
    July 24, 2009 at 10:19 pm (10 years ago)

    It’s still not working. Alerts worked perfectly on my Outlook on my XP system without rules. I transfered everything to my new Vista laptop and can’t get any solutions to work. This one was one I hadn’t tried, but the alerts are still not showing up – I do get a sound however. I have checked the Tools/Options/……Advanced Email and everything is checked on. Not sure what the problem is.

  16. noha
    March 2, 2009 at 9:21 pm (10 years ago)

    it is work now but when i press(send/receive ) button
    not when someone send email
    what can i do now??

  17. Rick Burgin
    February 25, 2009 at 2:03 am (10 years ago)

    Ah great, thank you!

  18. khan
    January 22, 2009 at 8:40 am (11 years ago)

    Outlook is shit