Knowledgebase: Office 365 > Outlook Client
How to manage email messages by using rules
Posted by , Last modified by Phil Sloat on 11 May 2018 11:43 AM

Manage email messages by using rules

Create a Rule

Step 1: Choose an Outlook rules template

  1. Choose Rules
  2. Manage Rules & Alerts from the ribbon OR

 

  1. Choose the File tab and then choose Manage Rules & Alerts.

  2. In the Rules and Alerts dialog box, on the E-mail Rules tab, choose New Rule.

  3. In the Rules Wizard, under
    Step 1: Select a template, pick one of the default templates under Stay Organized, Stay Up to Date, or, Start from a blank rule.
    Step 2: Edit the rule description
    Each one of the rule templates that you chose in Step 1 has slightly different options for Step 2. When the options require you to make a choice, for example to specify a sender or choose a folder, the option will be underlined. For this example, we've picked one of the most common rules, to move messages from someone to a folder.
  4. Choose people or public group in the edit description box to display your address book.

    1. Search for a person or group from your address book
    2. Double click on the name to add
    3. Or type the person's address in the From box, then choose OK.

  5. Choose specified to display a list of your folders. You can choose an existing folder or choose New to create a new folder. When you've selected the appropriate folder, choose OK.

If you want to explore advanced options for the rule, choose Next and then skip to Advanced Rule Options, below. Otherwise, choose Finish. This returns you to the Rules and Alerts window. From here, you can create another rule or choose OK to save your changes.


 

Move messages from someone to a folder

 

Choose the people or public folder link.

In the Rule Address dialog box, do one of the following:

  1. In the Search box, type a name. or
  2. In the Address Book list, choose a source.
  3. When your selection is displayed in the From box, choose OK.

Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK.

Choose Next and go to Step 3: Set conditions for a rule.

Move messages with specific words in the subject to a folder

  

Choose the specific words the subject link.

In the Search Text dialog box, in the Specify words or phrases to search for in the subject box, type a word or phrase to be searched for.

Choose Add to add your entry to the Search list pane, and then choose OK.

Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK. Choose Next and go to Step 3: Set conditions for a rule.

Move messages sent to a public group to a folder

Choose the people or public folder link. 

In the Rule Address dialog box, do one of the following:

           In the Search box, type a name.
           or
           In the Address Book list, choose a source.

When your selection is displayed in the To box, choose OK.

Choose the specified folder link, and in the Rules and Alerts dialog box, choose a folder, and then choose OK.

Choose Next and go to Step 3: Set conditions for a rule.

 

Flag messages from someone for follow-up

Choose the people or public folder link.

In the Rule Address dialog box, do one of the following:

            In the Search box, type a name.
             or
            In the Address Book list, choose a source.

When your selection is displayed in the From box, choose OK.

In the Flag Message dialog box, in the Flag to box, accept the default setting of Follow up, or choose another item in the list.

In the For box, accept the default setting of Today or choose another item in the list.

Choose OK > Next, and then go to Step 3: Set conditions for a rule.


Delete a rule

You can delete a rule when it's no longer necessary.

On the File tab, choose Manage Rules & Alerts.

In the Rules and Alerts dialog box, on the E-mail Rules tab, choose the rule you want to delete.

Choose Delete icon > OK.

 
For more rules options please refer to: https://support.office.com/en-us/article/manage-email-messages-by-using-rules-c24f5dea-9465-4df4-ad17-a50704d66c59

Create a backup of your rules

  1. Click the File tab.

  2. Click Manage Rules & Alerts.

  3. If you have more than one email account, in the Apply changes to this folder list, select the Inbox that you want.

  4. Click Options.

  5. Click Export Rules.

  6. In the File name box, type the path and file name for the set of rules that you want to export.

  7. If you want to export a file that contains only rules that are compatible with an earlier version of Microsoft Outlook, in the Save as type list, select one of the following:

    • Outlook 2002 Compatible Rules Wizard rules

    • Outlook 2000 Compatible Rules Wizard rules

    • Outlook 98 Compatible Rules Wizard rules

  8. Click Save.

      For more information about backing up your Outlook rules, go to Create a backup copy of your rules

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