Administrative Systems (AFIT)Concur Concur (General)Moving Concur Email Reminders to a Folder in Outlook

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.

Creating a New folder

Step 1: Click on the Folder tab and then click New Folder.

Folder tab is highlighted and marked as number and then the New folder is highlighted and marked as number 2

Step 2:

  1. 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.
  2. Select where you want to put the folder. It is recommended that you place it at the top level of your mailbox as shown.
  3. Click OK.
Create new folder window is shown, under name filed @ Concur is tyoed and highlighted , selecte where to place the folder: larthur@fullerton.edu is selcted and highlighted, then Ok button is highlighted

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.

File tab is highlighted with a green arrow

Step 5: Click Manage Rules & Alerts.

Info tab is selected and Account Information is displayed, Manage Rules & Alerts is highlighted

Step 6: Click New Rule.

Rules and Alerts window is shown, New rule is highlighted

Step 7: Select Move messages from someone to a folder. Then click Next.

Rules wizard window is open, under stay organized, Move messages from someone to a folder is selcted and highlighted, then Next button is highlighted

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.

Rules wizard  window is open, people or public group is highlighted

Step 2:

  1. In the From field, type AutoNotification@concursolutions.com; EmailReminderService@concursolutions.com.
  2. Then click OK
Rule address window is open, in from tab " 1.AutoNotification@concursolutions.com; EmailReminderService@concursolutions.com" is typed and highlighted, then ok button is highlighted

Step 3: Click specified. Then click Next

Rules wizard window is open, specified is highlighted and then the Next button is highlighted

Step 4 :

  1. 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.
  2. Click OK.
Rules and alerts window is open, under Choose a folder: "@Concur" is selected and highlighted

Step 5: Click Finish.

Rules wizard window is open, Finish is button is highligjhted with a green arrow pointing towards it

Step 6: Follow steps 3-6 above to create another new rule that will move messages from someone to a folder.

Rulesd and Alerts window and Rules Wizard window is shown simultaneously, first a green arrow is pointed towards New rule and then the second green arrow is pointed towards stay organized

Step 7:

  1. Click the check box next to from people or public group
  2. Click the check box next to with specific words in the subject or body.
  3. Then click people or public group.
Rules wizard window is open, 1.from people or public group checkbox is selected, 1.with specific words in the subject or body checkbox is selected and then people or public group is selected

Step 8:

  1. In the From field, type AutoNotification@concursolutions.com;EmailReminderService@concursolutions.com.
  2. Then click OK.
Rule address window is open, in from text box "1. AutoNotification@concursolutions.com;EmailReminderService@concursolutions.com" is typoed, and then ok button is highlighted and numbered

Step 9: Click specific words.

Rules wizard window is open, specific words is highlighted

Step 10: Enter the following criteria: Sent Back to User, Approval, Ready for Submission, ACTION REQUIRED, Recalled. Then click OK.

Search text window is open, in search list text box, "Sent Back to User, Approval, Ready for Submission, ACTION REQUIRED, Recalled" is typed and highlighted , numbered as 1 and then Ok button is highlighted and numbered as 2

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.

Rules wizard window is open, specified is selected and highlighted

Step 12 : Select the Concur action-related folder that you created in steps 1 & 2. Then click OK.

Rules and alerts window is open, Under choose a folder: "@Concur Action" is selected and highlighted, then Ok button is highlighted

Step 13: Click Finish.

Rules wizard window is open , in the bottom right corner, Finish button is highlighted

Step 14: 

  1. 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.
  2. The other Concur email rule for non-action items should be second.
  3. Click OK when you are done.
Rules and alerts window is open,

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!

Microsoft outlook window is open,  updating the server is shown. where it displays that only 10 seconds is remaining

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.

Rules wizard window is open, people or public group is highlighted in step2

Step 2:

  1. In the From field, type AutoNotification@concursolutions.com;EmailReminderService@concursolutions.com.
  2. Then click OK.
Rule address window is open, in from text box "1. AutoNotification@concursolutions.com;EmailReminderService@concursolutions.com" is typoed, and then ok button is highlighted and numbered

Step 3: Click specified.

Rules wizard window is open, specified is highlighted

Step 4: Select the folder that you created in steps 1 & 2. Then click OK.

Rules and alerts window is open, Under choose a folder: "@Concur Action" is selected and highlighted, then Ok button is highlighted

Step 5: Click Finish.

Rules wizard window is open , in the bottom right corner, Finish button is highlighted

Step 6: Click OK.

Rules and Alerts window is open, Ok button is highlighted

Step 7 : It may take a few seconds to apply the new rules. You're done!

Microsoft outlook window is open,  updating the server is shown. where it displays that only 10 seconds is remaining

Need More Help?

If you have any questions or problems with setting up email filters, please contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

For further assistance, please contact either concur@fullerton.edu or 657-278-3600.