How to Create Inbox Rules in Outlook on Windows and Web

To create an inbox rule in Outlook, open the rules settings, choose a condition such as who sent the message, select an action such as moving it to a folder, and save the rule. In Microsoft 365 on Windows, use Settings > Mail > Rules in new Outlook, or Home > Rules > Manage Rules & Alerts in classic Outlook. In Outlook on the web, open Settings > Mail > Rules. Rules can automatically sort, flag, categorize, or forward messages, so you spend less time handling repeat email by hand.

What You’ll Need

An Outlook account and access to its mailbox. Your organization may restrict forwarding or other rule actions.
The Outlook version you want to use: new Outlook for Windows, classic Outlook for Windows, or Outlook on the web. The settings differ slightly between them.
A clear idea of which messages the rule should match and what Outlook should do with them. If the action is to move messages, create the destination folder first.

Step-by-Step

Choose where to create the rule. In new Outlook for Windows, select the Settings gear, then go to Mail > Rules. In Outlook on the web, select the Settings gear and choose Mail > Rules; if the Mail options are not immediately visible, select View all Outlook settings first. In classic Outlook for Windows, select the Home tab, choose Rules, then Manage Rules & Alerts. These instructions concern rules for the mailbox you are currently viewing.
Start a new rule. In new Outlook or on the web, select Add new rule. Type a name that will make its purpose obvious, such as Newsletters to Reading or Receipts to Finance. In classic Outlook, select New Rule. You can start from a template, such as moving messages from a particular sender, or choose Apply rule on messages I receive and select Next to build one yourself. The custom option gives you more control over conditions and exceptions.
Choose the conditions that identify messages. A condition is a test Outlook uses to decide whether a message qualifies. Common choices include the sender, words in the subject, words in the message body, the account it was sent to, or whether your name appears in the To line. Select the relevant condition and enter or choose its value. For example, to catch monthly statements from one company, choose a sender condition and enter its email address. To catch a set of notices, use a distinctive phrase in the subject. The available conditions can vary by Outlook version and account.
Make the matching conditions specific enough. When you select more than one condition, Outlook generally requires a message to meet all of them. A rule for a sender and a subject phrase is narrower than one for either detail alone. Read the condition labels carefully and enter the complete phrase or address you actually expect to see. If you are unsure, begin with a narrow rule, then adjust it after checking a few incoming messages.
Select the action. Choose what Outlook should do when a message matches. Common actions include moving it to a folder, assigning a category, marking it as read, flagging it, deleting it, or forwarding it. For example, choose Move to, then select the folder you prepared. Avoid choosing Delete or forwarding until you are certain the rule is correctly targeted; those actions can have significant consequences. In classic Outlook, select the action’s linked text in the rule wizard to specify a folder, category, recipient, or other required detail.
Add exceptions when needed. An exception excludes messages that otherwise meet the conditions. For example, a rule that moves messages with the word invoice could exclude messages from your manager or those marked as important. In new Outlook and on the web, look for Add an exception. In classic Outlook, select Next after choosing actions, then select the exception conditions. Exceptions help prevent broad rules from misfiling messages you need to see in the Inbox.
Check the rule’s order and whether later rules should run. If several rules match the same message, their order can affect the result. In new Outlook or on the web, review the order in the Rules list and use the available move controls to place the rule appropriately. In classic Outlook, use the arrows in Manage Rules & Alerts. If the rule offers Stop processing more rules, enable it only when you want a match to prevent later rules from acting on that message. Otherwise, a later rule may also move, categorize, or change it.
Save and test with a real message. Save the rule in new Outlook or on the web. In classic Outlook, finish the wizard and select Apply or OK in the rules window. Send yourself a test email that meets the conditions, or wait for the next expected message, and confirm that it reaches the intended folder or receives the expected action. Classic Outlook’s wizard may offer Run this rule now on messages already in the Inbox. Use that option if you want the rule to process existing messages too; otherwise, a new rule normally handles future incoming messages, not old mail.

Classic Outlook note: Some rules are server-side and can run when Outlook is closed. Others are marked client-only because they depend on Outlook being open on your computer or use an action that cannot run on the mail server. If the wizard identifies a rule as client-only, expect it to run only while classic Outlook is open and connected. New Outlook and Outlook on the web primarily manage mailbox rules that run in the service, but the options depend on the account and organization.

Common Mistakes

Using a condition that is too broad. A rule for any message containing a common word such as update can catch unrelated mail. Use a distinctive subject phrase, a specific sender, or an additional condition. If a rule is moving messages you still need, pause or edit it promptly and inspect the folder where those messages went.
Expecting a rule to sort old messages automatically. Saving a rule usually affects messages that arrive after it is created. If you want to process existing mail, use the classic wizard’s run-now option when available, or select and move the older messages yourself. Check the rule settings in your Outlook version for any option to apply it to existing messages.
Forgetting rule order. Another rule may move a message first, or a later rule may change it again. Review the list from top to bottom, and use Stop processing more rules only when that is the intended outcome. Test messages that could match more than one rule.
Moving messages to a folder that does not exist or choosing the wrong one. Create the destination folder in the same mailbox and verify its name before saving. A message can appear to have vanished when it was simply moved out of the Inbox.
Assuming every rule works while the app is closed. Client-only rules in classic Outlook need the desktop app running. Also, your organization may block automatic forwarding or limit what rules can be created. Check the rule’s status and contact your administrator if a policy prevents the action.

Tips

Name rules by action and purpose. Names such as Move vendor invoices to Finance are easier to understand later than Rule 1. A clear name also helps when you are diagnosing an unexpected result.
Use folders for messages you need to keep, not just to hide them. If you move important messages automatically, choose a folder you review regularly. A category or flag may be a better choice when you want messages to remain visible in the Inbox.
Start with one condition and add detail only when necessary. Extra conditions can make a rule miss legitimate mail if a sender changes its subject format. Use a test message to confirm the exact wording and sender details before relying on a complicated rule.
Review rules after changes to your workflow. A project may end, a sender may change addresses, or you may stop using a folder. Disable or update rules that no longer serve a purpose so old instructions do not keep affecting new mail.
Use a safe test before adding destructive actions. First create a rule that moves messages to a review folder. After confirming it catches only the right mail, decide whether to replace that action with deletion or forwarding. This is especially useful for messages from automated mailing lists.

Troubleshooting

The message stayed in the Inbox. Open the rule and compare its conditions with the message’s actual sender, recipients, and subject. A displayed sender name may differ from the underlying address, and a subject condition may require wording the message does not contain. Confirm that the rule is enabled, saved, and associated with the mailbox receiving the message. If you use classic Outlook and the rule is client-only, open Outlook and keep it running while connected.

The message went to the wrong folder. Search the mailbox for the sender or subject, then check the rule list for other rules that could match. Review each rule’s order, conditions, exceptions, and actions. Temporarily turn off likely rules and send a test message to identify which one is responsible. In classic Outlook, check any rules that run before the one you intended to use.

The rule works for new mail but not older messages. This is often expected. Rules generally process messages as they arrive. Use the run-now option in classic Outlook if it is available for your rule, or manually select older messages and move or categorize them. Do not assume that saving a rule will reorganize the entire mailbox.

You cannot create or save the rule. Check that the rule has a name, at least one valid condition, and a complete action. If you chose Move to or Forward to, make sure you selected a destination or recipient. Simplify the rule if Outlook reports a limit or unsupported combination, and try again. For a work or school account, an administrator may restrict forwarding, mailbox rules, or the number of rules; ask them whether a policy is in effect.

A rule does not run when Outlook is closed. In classic Outlook, open Manage Rules & Alerts and look for a client-only label or warning. A client-only rule requires classic Outlook to be open and connected. Where possible, replace it with a supported server-side action or create a simpler rule in new Outlook or on the web. The available server-side actions depend on your account.

Frequently Asked Questions

Do Outlook rules apply to messages already in my Inbox?
Usually not automatically. Classic Outlook may offer a Run this rule now option while you create the rule. Otherwise, apply the rule to existing mail if your version provides that option, or select and process the messages manually.

Can I create Outlook rules on a phone?
The Outlook mobile app does not provide the same full rule-management controls as Outlook on the web or desktop. Use a browser and sign in to Outlook on the web, or create the rule in Outlook for Windows or Mac.

Will a rule run while my computer is off?
Server-side mailbox rules can run without your computer, but client-only rules in classic Outlook require the desktop app to be open and connected. Check the rule’s details or warning in classic Outlook to see whether it is client-only.

Can one message match more than one rule?
Yes. If conditions overlap, multiple rules may act on the same message. Review rule order and choose Stop processing more rules if you want a particular rule to prevent later rules from running.

How do I turn off or delete a rule?
Open the Rules settings for your Outlook version, find the rule, and use its toggle or delete control. In classic Outlook, go to Home > Rules > Manage Rules & Alerts, select the rule, and clear its checkbox to disable it or choose Delete to remove it. Disabling keeps its settings for later; deleting removes the rule.

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