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Overview
OneIT is introducing a new Outlook feature to help reduce clutter in your Inbox. The feature will automatically move some lower-priority messages, such as promotional emails and newsletters, into a new Promotions folder so important messages are easier to find.
What is Graymail?
Graymail is email from real, legitimate senders that you may have signed up to receive but do not usually read. Examples include vendor emails, store promotions, newsletters, and advertisements. These emails will be moved to your new Promotions folder.
Here are a few things to note:
- The Promotions folder: Once filtering is enabled, a new Promotions folder will automatically appear in Outlook. External newsletters, subscriptions, and marketing emails will move to that folder instead of staying in your Inbox. For easy access, you can add the Promotions folder to your Favorites list in Outlook.
- Zero Deletions: No messages will be deleted. Messages moved to Promotions will still be available in Outlook.
- If a message goes to the wrong place, drag it into or out of the Promotions folder. Outlook will learn from what you do and adjust where similar messages go in the future. Review your Promotions folder regularly and move any messages you want to see in your Inbox back to your Inbox.
How does Graymail detection work?
This solution leverages AI to inspect inbound emails and identify graymail. Instead of relying on basic filtering rules, it uses thousands of signals from UT’s email tenant to build an organization-specific behavioral profile. When Outlook identifies a message as graymail, it moves that message to the Promotions folder instead of leaving it in your Inbox.
Teach the system how to handle YOUR Graymail
Outlook will learn how you want to handle graymail. When you move messages between your Inbox and the Promotions folder, Outlook uses that action to better sort similar messages in the future.
When you review your Promotions folder, drag any message that should have stayed in your Inbox back to the Inbox. Moving a message from Promotions to another folder will not teach Outlook to put similar messages in your Inbox later.
When you move a message from your Inbox to the Promotions folder, Outlook will treat future messages from that sender as promotional and move them to Promotions.