Module 10: Organize your Inbox with Rules

Step by Step:

Create rules based on senders or recipients of messages, use rule templates, and delete a rule to help organize your email.

Create a rule based on senders or recipients of a message

  1. Select the message for which you want to create a rule.
  2. Select Home > Rules.
    Suggested rules appear, based on the message senders and recipients.
  3. Select an option:
    • Select one of the suggested rules, select a destination folder, and then select OK.
    • For more rules options based on the sender, recipients, or subject of the message, select Create Rule.
  4. If you select Create Rule in step 3, then the Create Rule box appears.
  5. In When I get e-mail with all of the selected conditions, check the boxes for the conditions you want.
  6. In Do the following, check the boxes for the actions you want the rule to take when the specified conditions are met.
  7. Check the Move the item to folder box.
  8. Choose Select Folder, and then pick an existing folder or select New to create a folder to store the messages.
  9. Select Advanced Options to add more conditions, actions, or exceptions to the rule.
  10. Follow the remaining instructions in the Rules Wizard, and then select OK.


Use Outlook rule templates

  1. Select Home > Rules > Manage Rules & Alerts.
  2. In the Rules and Alerts box, select E-mail Rules, and then select New Rule.
  3. In Step 1: Select a template, select a template from the list of templates in Stay Organized or Stay Up to Date.
  4. In Step 2: Edit the rule description, select an underlined value. For example, if you select the people or public group link, then the Address Book opens.
  5. Select Next.
  6. In Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
  7. In Step 2: Edit the rule description, select an underlined value for any condition that you added, and then specify the value.
  8. Select Next.
  9. In Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
  10. In Step 2: Edit the rule description, select an underlined value for any action that you added, and then specify the value.
  11. Select Next.
  12. In Step 1: Select exception(s), choose any exceptions to the rule, and then select Next.
  13. In Step 2: Edit the rule description, select an underlined value for any exception that you added, and then specify the value.
  14. Select Next.
  15. In Step 1: Specify a name for this rule, type a name for the rule.
  16. In Step 2: Setup rule options, select the checkboxes for the options you want.
    To run this rule on the messages that are already in Inbox, select the Run this rule now on messages already in “Inbox" checkbox.
    The new rule is now automatically turned on. To turn off the rule, clear the Turn on this rule checkbox.
    To apply this rule to all the email accounts set up in Outlook, select the Create this rule on all accounts checkbox.
  17. Select Finish.


Delete a rule

  1. Select an email message.
  2. Select Home > Rules > Manage Rules and Alerts.
  3. Select any existing rule in Rules and Alerts, and then select Delete.
  4. Select Yes to confirm.