How to automatically file AgriNous document emails in Outlook

Before you start

• Using a different email app? See the Gmail guide or the new Outlook guide.
• This guide is for classic Outlook for Windows, the version with File and Send / Receive tabs. The new Outlook and Outlook on the web use different menus.
• You need to be able to send a tax invoice or RCTI from AgriNous. These emails arrive with the document attached.

Part 1: Copy your AgriNous sender name

1. In AgriNous, send a tax invoice or RCTI to your own email address.
2. In Outlook, open the email when it arrives.
3. In the email header, right-click the sender name. It shows as [Your agency name] via AgriNous, for example My Livestock Agency Pty Ltd via AgriNous.
4. Select Copy.

Part 2: Create the folder

1. In the folder pane on the left, right-click Inbox.
2. Select New Folder.
3. Press Ctrl+V to paste the sender name you copied as the folder name.
4. If the email address was pasted in as well, delete it so only the name is left.
5. Press Enter.

Part 3: Create the rule

1. In your inbox, select the tax invoice or RCTI email you sent yourself.
2. Right-click the email.
3. Select Rules.
4. Select Create Rule…
5. In the Create Rule window, select the From [Your agency name] via AgriNous checkbox.
6. Check that the name next to the checkbox matches the sender name you copied.
7. Select Advanced Options…
8. In the Rules Wizard, check that the from condition is selected.
9. In the same list, select the which has an attachment checkbox. This stops the rule from moving AgriNous emails that don't include a document.
10. Check that the bottom box shows both conditions: from [Your agency name] via AgriNous and which has an attachment.
11. Select Next.
12. Under What do you want to do with the message?, select the move it to the specified folder checkbox.
13. Select the mark it as read checkbox.
14. In the bottom box, select the underlined word specified.
15. In the folder list, select the folder you named with your sender name.
16. Select OK.
17. Select Next.
18. On the exceptions screen, select Next.
19. On the final screen, check that Turn on this rule is selected.
20. To file the emails already in your inbox, select Run this rule now on messages already in "Inbox".
21. Select Finish.

Result

New emails from [Your agency name] via AgriNous that have an attachment go straight into the folder of the same name and are already marked as read. Emails from that sender without an attachment stay in your inbox.

Troubleshooting

The emails are still landing in my inbox. This is usually a sender-name mismatch or a missing attachment, and it's frustrating when everything else looks right. Open one of the emails and check that the sender name exactly matches the one in your rule and that the email has an attachment. Then go to Home → Rules → Manage Rules & Alerts and make sure the checkbox next to your rule is selected.

I can't see Copy when I right-click the sender name. Type the sender name exactly as it appears in the email instead, including "via AgriNous".

I can't see Rules when I right-click the email. On the Home tab, select Rules. If your ribbon is collapsed, select … (More commands) first.