Although Outlook 2010 offers a lot of tools and features to manage the IMAP mail accounts, most Outlook users encounter problems with mail alert notification system that it sometimes stops responding for IMAP accounts. This usually happens when more than two IMAP mail accounts are configured, and Outlook syncs a lot of data daily with IMAP accounts. If you’ve configured multiple IMAP accounts, and are encountering problems with mail alert notification system, then this post may help you resolve the issues. In what follows, we will create a simple mail alert rule for IMAP mail accounts, which forcibly triggers mail alert notification system to show new mail alert as soon as you receive a new message. The Rules and Alerts feature allows you to specify the account you want to associate with the mail alert rule. Apparently, there is no limit defined on the number of accounts that you can use for creating mail alert rules. Furthermore, this feature also makes it easy for you to specify the type of email you want to send mail alert notifications for.
To get started, launch Outlook 2010, head over to Home tab, click Manage Rules & Alerts from the Rules drop-down button.
You will reach Rules and Alerts dialog. Now, click New Rule to apply rules for specific actions.
In Rules Wizard, we will start with creating a blank rule. Just click apply rule on messages i receive and hit Next.
In this step, we need to select an account, so enable through the specified account option. Under Step 2 click specified account.
Select an account and click OK
You will see the selected account name in the bottom pane. Now, click Next.
Now scroll down the list of actions and enable display a Desktop Alert and play a sound (to select a different sound for IMAP account).
Under Step 2 click a sound to select different audio file to be played with desktop notification. Once selected click Finish to end the wizard.
It will bring you back to Rules and Alerts dialog and show the newly added rule. Click OK.
Now, whenever you receive email through IMAP account, Outlook sends the mail alert notification.
It doesn’t display the email body text with the notification, and only the sender name and subject are displayed. For a more customizable email notifications, check out MailAlert add-in for Outlook 2010.
You can also check out the posts from Outlook 2010 notification series: