How to Create Inbox Rules in New Outlook Step by Step

To create an inbox rule in New Outlook, open Settings > Mail > Rules, select Add new rule, choose a condition and an action, then save. A rule automatically handles matching messages—for example, it can move newsletters to a folder or flag email from a particular person. Before you start, decide what should match and what New Outlook should do with those messages.

What You’ll Need

A signed-in email account. Rules are most consistent with Microsoft 365 work or school accounts and Outlook.com accounts; options for connected Gmail or other accounts can depend on that provider.
A clear condition, such as a sender address, words in the subject, or the recipient address, and a result, such as moving or categorizing the message.
A destination folder if the rule will move messages. Create the folder first if it does not already exist.
New Outlook for Windows, New Outlook for Mac, or Outlook on the web. The labels and layout can vary slightly, but the rule settings are similar.

Step-by-Step

Open the rules settings. In New Outlook for Windows, select the gear icon in the upper-right corner. In the Settings pane, choose Mail, then Rules. If Mail is not immediately visible, use the settings search box to find Rules. In New Outlook for Mac, open Settings and look under Mail for Rules. Outlook on the web uses the same general path: select the gear icon, then Mail and Rules.
Start a rule. Select Add new rule. If you are viewing a message that should be the example for the rule, you may also be able to right-click it and choose Rules > Create rule. That shortcut can prefill a condition, but review it carefully before saving. The Settings route gives you a clear view of all the conditions and actions available to your account.
Name the rule so you can recognize it later. Use a short, descriptive name, such as Move monthly statements to Finance or Flag mail from Morgan. A useful name makes it easier to find, edit, disable, or remove the rule when your inbox habits change.
Choose the condition or conditions. Select Add a condition, then pick a property that identifies the messages. Common choices include the sender, recipient, subject words, importance, or whether your name appears in the To line. Enter or select the matching value when prompted. For example, to catch a regular report, choose a subject condition and enter a distinctive phrase such as Weekly inventory report. Use a sender address rather than a display name when possible, since display names can be shared or changed.
Set the action. Select Add an action and choose what New Outlook should do when the conditions match. Depending on the account and available options, actions can include moving the message to a folder, deleting it, marking it as read, flagging it, categorizing it, pinning it, or forwarding or redirecting it. If you choose Move to, select the correct folder from the list. If the action you want is not offered, check whether the account type supports it or whether your organization restricts it.
Add safeguards, exceptions, or another condition if needed. Use additional conditions to narrow the match. For instance, require both a specific sender and a subject phrase to avoid moving unrelated mail. Add an exception when a particular message should stay in the inbox—for example, exclude messages where you are directly addressed if the rule otherwise matches a mailing list. Read the condition wording closely: multiple conditions generally make a rule more selective, while exceptions prevent matching messages from receiving the action.
Review rule order and processing options. If the rule editor offers Stop processing more rules, enable it only when later rules should not act on the same message. Rules can overlap: one may move a message, while another tries to categorize it or move it elsewhere. Rule order and the stop-processing option affect the final result. Keep related rules ordered deliberately, and avoid enabling the option simply because it sounds like an extra safety setting.
Save and check the result. Select Save or the equivalent button in the editor. The new rule should appear in the rules list, where you can switch it on or off and edit or delete it. Send yourself a test message or wait for a known matching message, then check the inbox and destination folder. Creating a rule normally controls messages arriving from then on; it does not necessarily reorganize messages already in the inbox. If your version offers a run-now option for an existing rule, use it only after confirming the conditions and destination. Otherwise, move older messages manually or use a search to select the relevant messages.

Common Mistakes

Using a condition that is too broad. A subject rule for a common word such as invoice may catch unrelated messages. Use a distinctive phrase, a specific sender, or multiple conditions to reduce false matches.
Choosing the wrong folder. Similar folder names make this easy to do. Select the destination carefully, then send a test message and confirm where it lands before relying on the rule.
Expecting old messages to move automatically. A rule usually applies to incoming mail after it is created. Check for an explicit run-now option if you need to process existing messages; if none is available, use search and move the results yourself.
Creating overlapping rules without checking their order. A message may satisfy more than one rule. A later rule could change its folder or apply another action, depending on the rule settings. Review related rules together rather than troubleshooting each one in isolation.
Assuming every connected account supports the same features. New Outlook can offer different rule controls for Microsoft-hosted and third-party accounts. If a rule action is missing or does not behave as expected, check the mailbox provider’s own rules settings.

Tips

Start with one simple action. A rule that only moves matching mail is easier to verify than one that combines moving, forwarding, and marking messages. Add complexity after the basic match works.
Use folders for mail you need to find again. Moving a message out of the inbox can make it less visible. For messages that still need attention, consider flagging or categorizing them instead of moving them, or choose a folder you check regularly.
Keep a rule for a specific purpose. A name such as Receipts from Store A is more helpful than Rule 3. If you change projects, subscriptions, or responsibilities, review rules that may no longer be useful.
Test with a realistic message. Check the sender, exact subject wording, recipient, and destination. If the rule is for a newsletter, test with a new newsletter message rather than an unrelated message that only looks similar.
Be cautious with forwarding. Forwarding a message can expose information outside your organization. Follow workplace policies and use forwarding only when you are sure it is appropriate. Redirecting and forwarding can also be separate actions with different behavior.

Troubleshooting

The rule does not appear in Settings. Confirm that you are signed in to the mailbox where you want the rule, not another account in the app. Reopen Settings and check Mail > Rules. If you are using a connected Gmail, Yahoo, or other non-Microsoft account, rule management may be handled by that provider instead. For a work or school account, an administrator may limit certain features.

A matching message stays in the inbox. Open the rule and compare its condition with the message itself. Check the full sender address, the exact subject phrase, whether the message was sent directly to you, and whether the rule is turned on. Also check whether the condition is too restrictive or an exception excludes the message. Look in Junk Email, Deleted Items, and the selected destination folder in case another setting or rule handled it.

The message goes to the wrong folder or gets changed twice. Review all enabled rules for conditions that could match the same message. Check their order and whether Stop processing more rules is selected. Temporarily turn off other likely rules, then test again with a new message. Change one setting at a time so you can identify which rule causes the unexpected action.

The rule works for new mail but not old mail. This is usually expected: saving a rule does not guarantee that existing messages will be processed. Look for a run-now option in the rules interface. If it is not available, search for the messages, select the right results, and move or categorize them manually. Be careful to review the selected results before applying a bulk action.

The rule controls differ between devices. Rules for Microsoft-hosted mailboxes are generally stored with the mailbox, but the available actions can vary by account and app. Sign in to Outlook on the web with the same account to check its Rules page. For another provider, create or adjust the rule in that provider’s mail settings if New Outlook does not expose the required controls.

Frequently Asked Questions

Do inbox rules run when New Outlook is closed?
Rules supported by the mail server, as is common for Microsoft 365 and Outlook.com mailboxes, can run even when the app is closed. Rules that depend on a particular app or account setup may behave differently, so verify with a test message.

Can I apply a rule to messages already in my inbox?
Sometimes the rules interface offers a run-now option, but it is not available in every account or version. If you do not see it, use search to find the older messages and move or categorize them manually.

Can one rule have more than one condition?
Yes, when the editor offers Add a condition. Multiple conditions help narrow which messages qualify. You can also add exceptions to exclude messages that would otherwise match.

Can I edit or turn off a rule later?
Yes. Return to Settings > Mail > Rules. Use the rule list to switch a rule off, edit its name or conditions, or delete it. Turning it off stops future matching actions but does not undo actions already taken.

Why is a rule action missing?
Available actions depend on the mailbox provider, account type, and sometimes organization settings. Try the same mailbox in Outlook on the web. If the action is still unavailable, check the provider’s settings or ask your Microsoft 365 administrator about restrictions.

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