496141 – Outlook: Rule to display desktop alert

Product:

Outlook

Platform:

Web, Windows Desktop, World tenant

Status:

In development

Change type:

Links:

Details:

Create rules that trigger a desktop alert when specific emails arrive. This makes it easier to stay on top of important messages without missing a beat. Look for the new "Display a Desktop Alert" action when setting up or editing your rules. #newoutlookforwindows

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-06-11

updated:
2025-12-18

Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Desktop Alert Functionality
If the new desktop alert feature is implemented without proper user training, users may become overwhelmed by constant notifications, leading to distraction and decreased productivity.
   - roles: End Users, IT Support
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/introducing-desktop-alerts-in-outlook/

Email Management
Without preparation, users may not know how to effectively manage the influx of alerts, resulting in missed important emails or confusion over which alerts to prioritize.
   - roles: End Users, Team Leaders
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/introducing-desktop-alerts-in-outlook/

Configutation Options**

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explanation for non-techies**

Imagine you're at a busy airport, and you're waiting for a specific flight to arrive. Among the many announcements over the loudspeaker, you want to make sure you hear the one for your flight. Now, think of your email inbox as that bustling airport, with messages constantly coming in. Some of these emails are crucial, like the announcement for your flight, and you don't want to miss them.

Outlook has introduced a feature that acts like a personal alert system for your inbox. You can set up rules that will trigger a desktop alert whenever specific emails arrive. This is similar to having a dedicated speaker that only announces your flight, ensuring you catch the important information without having to sift through all the noise.

When you create or edit your email rules in Outlook, you'll now find an option called "Display a Desktop Alert." By selecting this, you can ensure that when an email meeting your criteria lands in your inbox, a notification pops up on your desktop. This makes it easier to stay on top of significant messages, much like having a personal assistant tap you on the shoulder when your flight is announced.

This feature is available on both desktop and web versions of Outlook, providing flexibility no matter where you are working. It's a practical way to manage your email effectively, ensuring you never miss a beat when it comes to the messages that matter most.