Outlook – Why does the Outlook taskbar envelope icon sometimes remain active, even if I have no unread email

It’s pretty old question but any way…perhaps this will help those who do not like pop-up message boxes. The rule wizard has an action “start application”. I have written a simple app which shows little envelope icon in the tray. When you double click on the icon it brings up Outlook window like original Outlook icon does (and no pop-up message boxes). The app and source code are uploaded on github, here.

You can download source code and compile the app by yourself or you can just download executable from bin folder as given here.

Point start application action to the app and it will show little envelope icon in the tray when rule is triggered.

Perhaps this will help those who do not like pop-up message boxes.

I have been doing this since Outlook 2000, you do not need to clear the flag.

I create a new rule that moves these distribution list messages to a folder under the inbox (I have a folder for each list). I also have other similar rules for specific groups of users (say everyone from companyabc.com).

When I receive mail for these lists, the message goes into the folder and I do not get the message flag. If mail comes directly into my inbox I get the flag and it does not remove itself until I read the message.

The distribution list folders could fill up with a billion messages, it doesn't change the notification.

Detailed rule creation instructions (Outlook 2010):

1. On the Ribbon, go to the Home tab. Click Rules -> Create Rule. The Create Rule window will open.
2. In the Create Rule window, click Advanced Options. The Rules Wizard will open on the conditions step.
3. Select the applicable conditions to activate the rule. For my distribution lists, I select sent to people or public group.
4. Edit the rule description if necessary. For my distribution lists I click the people or public groups hyperlink and select the distribution list(s).
5. Click Next The Rules Wizard proceeds to the actions step.
6. Select the move it to the xxxxx folder and select a folder in the rules description.
7. Click Next. The Rules Wizard will proceed to the exceptions step. Generally I do not use this.
8. Click Next. The Rules Wizard will proceed to the Finish rule setup step. Specify a name and turn the rule on. You may run it now if you wish as well to test.
9. Click Finish.