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How to create rules in Outlook 365: A complete guide

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Individual creating rules in Outlook on their laptop

It’s easy to feel overwhelmed when looking at an email inbox full of unread messages. The good news is that many email providers, like Microsoft, include rules features that help automate your email organization. That way, you can focus on the most important messages.

Here’s a guide on how to create rules in Outlook 365.

Table of contents

  1. How to create a rule in Outlook from a message
  2. How to set up rules in Outlook
  3. How to manage rules in Outlook settings

How to create a rule in Outlook from a message

To create an Outlook rule from an existing message:

1. Log in to your Outlook account.

2. Find the message you want to create a rule for. Right-click and select “Advanced actions,” then “Create rule.”

Screenshot of Microsoft Outlook email inbox with a message highlighted, showing the menu and highlights on “Advanced actions” and “Create rule.”

Alternatively, you can open the email and click on the “...” in the message settings and select “Advanced actions,” then “Create rule.”

Email message in Microsoft Outlook showing “More actions” menu open and highlights on “Advanced actions” and “Create rule.”

 

3. If you want to move messages from the same sender to a folder, use the dropdown menu to select an existing folder or create a new folder. Select “OK” to save your rule.

Microsoft Outlook “Create a rule” pop-up menu with a highlight on “Search for a folder” and “Create new folder.”

 

4. If you want to create a different rule, select “More options” to open the full “Rules” menu.

Outlook “Create a rule” pop-up menu with “More options” highlighted.

5. Next to the “1,” type a name for your rule.

Outlook “Rules” menu showing step 1’s “Name your rule.”

6. Next to the “2,” use the dropdown menu to add a condition. If you want to add more than one condition, select “Add another condition.”

Outlook “Rules” menu highlighting step 2’s “Add a condition” and “Add another condition.”

7. Next to the “3,” use the dropdown menus to add an action that you want to apply to all messages that meet your condition(s). 

Outlook “Rules” menu showing a highlight around step 3’s “Add an action,” “Add another action,” and “Add an exception.”

Actions are sorted into the following categories:

  • Organize: Move, copy, delete, or pin to the top.
  • Mark message (as): Read, junk, important, or add to a category.
  • Route: Forward, forward as an attachment, or redirect.

Select “Add another action” if you want to add a second or third action.

8. (Optional) If you want to add an exception to your rule, select “Add an exception” and use the dropdown menu to select your exception. 

9. (Optional) Check the box that says “Run rule now” if you want Outlook to apply the rule to existing messages in your inbox after you hit “Save.”

Outlook “Rules” menu with a highlight on “Run rule now.”

10. (Optional) Check the box that says “Stop processing more rules” if you want Outlook to stop processing other rules that may apply to the same message.

Outlook “Rules” menu with a highlight around “Stop processing more rules.”

For example, let’s say you have two rules: 

  • Rule 1: Move all messages from your boss to a specific folder. 
  • Rule 2: Delete all messages with the “Automatic reply” type. 

If your boss sends you an “Automatic reply” vacation responder, the second rule would apply, and Outlook would delete the message. 

If you don’t want any of your boss’s emails deleted, then you can select “Stop processing more rules” when you create Rule 1. This means that after Outlook moves your boss’s message to its designated folder, it won’t process any further rules for that message.

11. Hit “Save” to save your rule.

Outlook “Rules” menu with a highlight around “Save.”

How to set up rules in Outlook

To access the “Rules” tool from your email settings:

1. Log in to your Outlook account.
 
2. Click the “...” icon on the right side, then select “Rules” and “Manage rules.” This will open the “Rules” menu, where you can manage existing rules and create new rules.
Outlook inbox showing “Settings,” “Rules,” and “Manage rules.”

3. Click “+ Add a new rule” to create a new rule.

Outlook “Rules” menu with a highlight on “Add new rule.”

From there, follow steps 5 through 11 in the previous section (How to create a rule in Outlook from a message) to create and save a new rule. 

How to manage rules in Outlook settings

To manage an existing rule in Outlook:

1. Log in to your Outlook account. 

2. Click the “...” icon on the right side, then select “Rules” and “Manage rules.” 

3. From here, you have the following options: 
  • Disable: Deselect the toggle box to the left of the rule. (You can select this toggle box to enable a rule that you previously disabled.)
  • Run manually: Select the play icon to run the rule manually.
  • Edit: Select the pencil icon to open the “Rules” menu to edit the rule.
  • Delete: Select the trashcan icon to delete the rule.

Outlook “Rules” menu showing labels for “Disable/Enable,” “Run rule,” “Edit,” and “Delete.”

Woman creating an email signature for her Outlook 365

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