Setting Up Email Filters and Rules in Outlook

email outlook rules filters

Purpose

The purpose of this article is to provide instructions for creating and managing email rules in Microsoft Outlook.

Target Audience

General Public
Vanderbilt University Community
- Faculty and Staff
- Undergraduate Students
- Graduate and Professional Students
VUIT Internal Knowledge

Prerequisites

Access to your Vanderbilt email account.
Access to Microsoft Outlook through the desktop application or Outlook on the Web.

Description

Outlook rules help automatically organize incoming email based on conditions you choose. Rules can be used to move messages to folders, assign categories, mark messages as read, and perform other actions.

Resolution or Procedure Steps

Select the version of Outlook you are using below to view the appropriate instructions.

Windows - Classic Outlook

Open Microsoft Outlook.
Select the File tab in the upper-left corner.
Select Manage Rules & Alerts.
In the Rules and Alerts window, select New Rule.
Select a rule template or choose an option under Start from a blank rule, then select Next.
Select the conditions that should trigger the rule. For example, you can create a rule based on the sender, recipient, subject, or words contained in the message.
Select Next.
Select the action Outlook should perform when a message meets the selected conditions. For example, you can move the message to a folder, assign it a category, or mark it as read.
Select Next.
If necessary, select any exceptions that should prevent the rule from being applied, then select Next.
Enter a name for the rule.
Select any additional options you want, such as running the rule on messages already in your Inbox.
Select Finish to create the rule.
Select Apply, then OK to save your changes.

Windows - New Outlook

Open New Outlook.
Select Settings (gear icon) in the upper-right corner.
Select Mail.
Select Rules.
Select Add new rule.
Enter a name for the rule.
Under Add a condition, select the condition that should trigger the rule. For example, you can create a rule based on the sender, recipient, subject, or other message criteria.
Under Add an action, select what Outlook should do with messages that meet the condition. For example, you can move the message to a folder, categorize it, or mark it as read.
If needed, select Add an exception and specify messages that should not be affected by the rule.
Review the rule settings.
Select Save to create the rule.

Mac - Outlook for Mac

Open Microsoft Outlook on your Mac.
From the menu bar, select Outlook, then Settings.
Under Email, select Rules.
Select the account for which you want to create a rule.
Select New Rule.
Enter a name for the rule.
Select the conditions that should trigger the rule. For example, you can create a rule based on the sender, recipient, subject, or other message criteria.
Select the action Outlook should perform when a message meets the selected conditions, such as moving the message to a folder.
Add additional conditions or actions if needed.
Add any exceptions if needed.
Select Save to create the rule.

Web - Outlook on the Web

Open Outlook on the Web and sign in to your email account.
Select Settings (gear icon) in the upper-right corner.
Select Mail.
Select Rules.
Select Add new rule.
Enter a name for the rule.
Under Add a condition, select the condition that should trigger the rule.
Under Add an action, select what Outlook should do with messages that meet the condition.
If needed, select Add an exception and specify messages that should not be affected by the rule.
Review the rule settings.
Select Save to create the rule.

We can help if there are issues. To get assistance, please place a Communication and Collaboration General Request.

Common Issues/Troubleshooting

Rule Is Not Working: Verify the rule is enabled and the conditions are correct.
Rule Does Not Affect Existing Emails: Rules may only apply to new messages. Run the rule manually on existing messages if needed.
Multiple Rules Affecting the Same Email: Check for other rules that may be moving or changing the same messages.
Rule Order: Check the order of the rules. A rule higher in the list may affect whether another rule runs.
Rule Works Differently in Another Version of Outlook: Rule options may differ between Classic Outlook, New Outlook, Mac, and Outlook on the Web.
Rule Still Not Working: Check the rule in Outlook on the Web. If it works there, the issue may be with the Outlook desktop application.

Additional Information

Regularly review and update your rules as your email needs change.
Utilize folders and categories in conjunction with rules for better organization.
The available rule conditions, actions, and options may vary depending on the version of Outlook you are using.

References

0 reviews

Request Service Print Article

Related Services / Offerings (1)

Communication and Collaboration General Request

Support for Alumni Email, Box, DMARC/DKIM Configuration, Distribution Lists, Email, MyEmma, Account Delegation, Email Forwarding Exceptions, Listserv, Mailbox Quota Increases, Microsoft Office 365 applications, OneDrive, Outlook, Power BI, Primary Email Address Changes, SharePoint, SMTP Auth, VU Gmail, and Zoom.

Updating...