Set Inbox Rules

Overview

To set up inbox rules in Outlook, right-click an email and select Rules > Create Rule to quickly set a rule based on a specific sender. For more advanced options, go to File > Manage Rules & Alerts (in classic Outlook) or the Settings cog > Mail > Rules (in Outlook on the web) to define conditions, actions, and exceptions for your emails, such as moving messages to a specific folder, marking them as read, or deleting them. 

Step by Step Guide

Method 1: Using an existing email (quick method)

1. Right-click: an email that you want to create a rule for.
2. Select Rules > Create Rule.
3. In the dialog box that appears, choose a condition (e.g., "From" or "Subject contains") and an action (e.g., "Move the item to folder").
4. Select a folder to move the messages to, or click New to create one.
5. Click OK to create the rule. 

Method 2: Using the Rules and Alerts menu (advanced method) 

1. In Outlook on the web:
   • Click the Settings gear icon in the top-right corner. 
   • Select Mail, then Rules. 
   • Click + Add new rule. 
2. In classic Outlook for Windows:
   • Go to File > Manage Rules & Alerts. 
   • Click New Rule. 
3. In Outlook for Mac:
   • Go to Tools > Rules. 
4. Define the rule:
   • Give your rule a descriptive name. 
   • Select one or more conditions (e.g., "from a specific person," "with a specific word in the subject"). 
   • Choose one or more actions (e.g., "Move to," "Delete," "Mark as read"). 
   • You can also add exceptions (e.g., "except if it's marked as important"). 
5. Finalize the rule:
   • Click OK or Save to finish. 
   • If you want to run the rule on existing messages immediately, check the box for "Run this rule now". 

Additional Information

Need additional information or assistance? Contact the IT Help Desk Chat Line or call the IT Help Desk at 979-830-4357 (HELP).