How to Create Email Rules in New Outlook for Windows

Rules sort your inbox automatically so mail from a sender lands in the right folder without you touching it. This guide covers new Outlook for Windows, which is the only version Microsoft’s source page addresses.

Option 1: Create a rule from a message (fastest)

1. Right-click a message in your inbox.
2. Hover over Rules and select Create rule.
3. Choose the destination folder and select OK.

Future messages from that sender (or senders) are moved to the folder you picked.

Option 2: Build a custom rule

1. From the quick dialog, select More options to open the rules settings.
2. Give the rule a name.
3. Choose a condition and an action. Each rule needs both.
4. Use Add a condition, Add an action or Add an exception to refine it.
5. Optionally tick Stop processing more rules.
6. Select Save (or Discard to cancel).

Microsoft’s page doesn’t list the specific conditions, actions or exceptions, so check the dropdowns in your own build. With a work or school account you can also turn on a notification when a rule moves an email to another folder.

Edit a rule

1. Select Settings (gear) > Mail > Rules.
2. On the rule, select More actions (…) > Edit rule.
3. Select Save.

Run a rule on existing messages

By default a rule only applies to mail that arrives after you create it. To clean up what’s already there, go to Settings > Mail > Rules and select the Run rule now icon next to the rule.

Pause, reorder or delete

• Pause: use the toggle next to the rule name instead of deleting it.
• Order: rules run in list order. Select a rule and use the up or down arrow to move it.
• Delete: More actions (…) > Delete rule.

Limits to know about

• Third-party accounts: new Outlook doesn’t support rules for Gmail, Yahoo or iCloud accounts. Set those up with the email provider.
• Migrated classic rules: some classic Outlook rules are client-side and can’t be processed in new Outlook. Create a new rule to replace each one.

Quick checklist

• Rule has a clear name, a condition and an action
• Exceptions added for mail that must stay in the inbox
• Rule order checked, with Stop processing more rules where needed
• Run rule now used for existing mail

Sources

• Manage email messages by using rules in Outlook – Microsoft Support