Moving Concur Email Reminders to a Folder in Outlook
This article covers how to set up email rules in Microsoft Outlook to move Concur-related emails to a folder.
These instructions cover setting up rules in the desktop version of Microsoft Outlook.
Click on any of the link below to skip ahead to that section.
Remember that you are still responsible for viewing these emails and taking appropriate actions as required in the emails. You are not exempted from any consequences of failing to read these emails in a timely manner.
Table of Contents
If you need assistance with logging into Concur, please go to Logging into Concur.
Creating a New folder
Step 1: Click on the Folder tab and then click New Folder.
Step 2:
- Give your new folder a name such as "Concur" or "@Concur". The "@" will move the folder to the top of your mailbox and make it easier to find.
- Select where you want to put the folder. It is recommended that you place it at the top level of your mailbox as shown.
- Click OK.
If you want to separate out the action-related Concur emails (e.g., notifications to approve or submit a request/report, notifications about requests/reports that have been returned to you for correction), you can create multiple folders. For example, you could create an @Concur Actions for the action-related emails and an @Concur folder for other Concur emails.
Step 4: Click File in Microsoft Outlook.
Step 5: Click Manage Rules & Alerts.
Step 6: Click New Rule.
Step 7: Select Move messages from someone to a folder. Then click Next.
Separating action-related emails from Concur
If you want to separate out all of the action-related emails from Concur (for example, emails indicating that you have a request or report to approve/submit or emails about requests or reports that have been returned to you for correction by your approver or by Travel Operations/Procurement), follow the instructions below.
Remember that you are still responsible for viewing these emails and taking appropriate actions as required in the emails. You are not exempted from any consequences of failing to read these emails in a timely manner.
Step 1: Click people or public group.
Step 2:
- In the From field, type [email protected]; [email protected].
- Then click OK
Step 3: Click specified. Then click Next
Step 4 :
- Select the folder that you created earlier in this article for the non-action related emails. This is the folder that you are going to move these emails to.
- Click OK.
Step 5: Click Finish.
Step 6: Follow steps 3-6 above to create another new rule that will move messages from someone to a folder.
Step 7:
- Click the check box next to from people or public group
- Click the check box next to with specific words in the subject or body.
- Then click people or public group.
Step 8:
- In the From field, type [email protected];[email protected].
- Then click OK.
Step 9: Click specific words.
Step 10: Enter the following criteria: Sent Back to User, Approval, Ready for Submission, ACTION REQUIRED, Recalled. Then click OK.
These keywords will separate out notifications about approvals, requests/reports ready for you to submit, requests/reports that have been sent back to you for correction, and requests/reports that have been recalled.
Step 11: Click specified.
Step 12 : Select the Concur action-related folder that you created in steps 1 & 2. Then click OK.
Step 13: Click Finish.
Step 14:
- The action-related Concur email rule should be first in the list. Use the up/down arrow buttons to move the rule to the top if it is not there.
- The other Concur email rule for non-action items should be second.
- Click OK when you are done.
If you're not sure which rule is which, click on a rule and look at the Rule Description.
Step 15: It may take a few seconds to apply the new rules. You're done!
Moving Concur emails to a Single folder
If you want to move all Concur-related emails to a single folder, follow the instructions below.
Remember that you are still responsible for viewing these emails and taking appropriate actions as required in the emails. You are not exempted from any consequences of failing to read these emails in a timely manner.
Step 1: Click people or public group.
Step 2:
- In the From field, type [email protected];[email protected].
- Then click OK.
Step 3: Click specified.
Step 4: Select the folder that you created in steps 1 & 2. Then click OK.
Step 5: Click Finish.
Step 6: Click OK.
Step 7 : It may take a few seconds to apply the new rules. You're done!
Need More Help?
If you have any questions or problems with setting up email filters, please contact the IT Help Desk at [email protected] or 657-278-7777.
For further assistance, please contact either [email protected] or 657-278-3600.