Set up rules in Outlook

Try it yourself

Rules allow you to automatically move, flag, and reply to email messages.

Create a rule from a message

  1. Right-click an existing message and select Rules > Create rule.
  2. Select a condition and what to do with the message based on the condition. For example, if you want to move messages with a certain title to a specific folder, select the Subject contains condition, select Move mail to folder, select or create a New folder, and then select OK.
  3. When you’re done creating the rule, select OK.
  4. If you want to use the rule right away, check the Run this new rule now on messages already in the current folder check box and select OK. The message is now in that folder.

Create a rule from a template

  1. Select  File > Manage Rules & Alerts > New Rule.
  2. Select a template. For example, if you want to add a flag to a message: Select Flag someone’s messages as a task to follow up.
  3. Edit the description of the rule: Click on an underlined value, choose the desired options and select OK.
  4. Select  Next.
  5. Select the conditions, add the relevant data and select   OK.
  6. Select  Next.
  7. Finish setting up the rule: Give the rule a name, set rule options, and review the rule description. Click an underlined value to edit it.
  8. Select  Finish. Certain rules only run when Outlook is running. If you get this warning, select OK.
  9. Select  OK.