Create Rules in New Outlook 365: Step-by-Step Guide

To create a rule in New Outlook for Microsoft 365, open Settings, go to Mail > Rules, choose Add new rule, then set a condition and an action and save. Rules automatically sort or handle incoming messages—for example, moving newsletters into a folder or flagging mail from a particular person. Before you start, decide which messages the rule should match and what you want Outlook to do with them; the available options can vary by account type.

What You’ll Need

Access to the mailbox where you want the rule to apply. If you have several accounts in Outlook, check that you are working in the right one.
A clear condition, such as a sender address, words in the subject, or the address a message was sent to.
A destination folder, if the rule will move messages. Create the folder first if it does not already exist.
Permission to manage rules for a work or school mailbox. Your organization may restrict some settings or actions.

Step-by-Step

Open the rule settings for the right account. In New Outlook for Windows, select the Settings gear in the upper-right corner, then choose Mail > Rules. If the Settings pane opens to another section, use its navigation to select Mail and then Rules. In Outlook on the web, use the same Settings gear and Mail > Rules path. In New Outlook for Mac, open Outlook > Settings and select Rules; depending on the build, Rules may be listed under Mail. Confirm you are configuring the mailbox you intend to use, especially if multiple accounts are connected.
Start a new rule and give it a useful name. Select Add new rule. Enter a short name that describes both the match and the result, such as “Receipts to Finance” or “Move weekly digest.” A descriptive name makes it easier to identify the rule later if several rules are active. Avoid vague names such as “Rule 1,” which do not help you understand why a message was moved or marked.
Choose one or more conditions. Select Add a condition, then choose a condition from the list provided. Common choices include From, To, Subject includes, or words in the message body, though the choices depend on your account and Outlook version. Add the specific sender, address, or words requested by the form. For a subject condition, use a distinctive phrase rather than a broad word such as “update,” which could match unrelated messages. If you add multiple conditions, check the rule’s wording: Outlook generally applies a rule when the message meets all the listed conditions, not just one. If you need alternatives, create separate rules or use an available condition that supports the intended match.
Set the action Outlook should take. Select Add an action and choose what should happen when a message matches. For example, choose Move to and select a folder, Categorize and choose a category, Mark as read, Flag, or Delete. Some accounts or versions also offer forwarding or other actions. Review the selected folder or category carefully; selecting a similarly named folder in the wrong mailbox can make mail seem to disappear. A rule can have more than one action when the editor permits it, such as moving a message and marking it as read.
Add exceptions if the rule needs a safety limit. Select Add an exception to exclude messages that otherwise meet the conditions. For example, a broad rule that moves messages with “invoice” in the subject might exclude a specific sender or messages marked with a particular importance, if those exception choices are offered. Exceptions are useful when a rule is mostly right but must leave certain messages in the Inbox. Do not add an exception just in case: each one makes the rule harder to understand and can prevent a message from matching.
Review rule-order and existing-message options. If the editor offers Stop processing more rules, enable it only when messages matched by this rule should not be affected by later rules. If you want Outlook to apply the new rule to messages already in the mailbox, select Run rule now if that option appears. Otherwise, rules are generally intended to handle new incoming messages, and existing mail will remain as it is. Read every selected condition, action, exception, and checkbox before saving. A move action combined with another rule can produce an unexpected final folder if both rules process the same message.
Save and test with a suitable message. Select Save. Send yourself a test message or wait for a real message that clearly meets the condition. Check the destination folder, category, or other result, and confirm that a similar message that should not match stays unaffected. If the rule is based on a sender, make sure you used the actual address shown in the message rather than only the sender’s display name. Return to Settings > Mail > Rules to edit or remove the rule if the test reveals a problem.

You can also start a rule from a message in many New Outlook builds: select or right-click a relevant message and look for Rules > Create rule. This is a convenient way to base a rule on its sender, but it may create only an initial condition. Open the rule settings afterward to confirm the condition, choose the action, add any exceptions, and save. Menu wording and the available shortcuts can differ slightly by account and app update.

Common Mistakes

Using a condition that is too broad. A rule for a common subject word or a partial sender name may catch messages you did not intend to move. Use a distinctive phrase or exact address where possible, then test it against a message that should match and one that should not.
Forgetting that multiple conditions narrow the match. If you require a sender and a subject phrase at the same time, a message must satisfy both. If your goal is to catch either of two senders, do not assume that adding both conditions means either one will qualify; check how the form combines them.
Choosing the wrong mailbox or folder. Connected accounts can have folders with identical names. Verify the account and destination before saving, and check the folder tree if messages no longer appear in the Inbox.
Expecting a rule to reorganize old mail automatically. A saved rule may only affect new incoming messages unless you explicitly choose an option such as Run rule now. Use that option only after checking what messages it may affect.
Ignoring other rules. Rules can overlap. A message may meet more than one rule, and actions such as moving or deleting mail can make the combined result surprising. Review the list and rule order when the outcome differs from what you expected.

Tips

Start with one condition and one action. A simple rule is easier to check. Add exceptions or another action only after you know the basic match works as intended.
Name rules by purpose. Names such as “Project Orion – move to folder” make it easier to identify a rule than names based on the date you created it.
Create folders before you build rules. This reduces the chance of choosing the wrong destination and gives the rule form a clear place to send messages.
Use categories when you still need to see the message in your Inbox. Categorizing can make a group of messages easier to scan without removing them from the Inbox. Moving is better when you want to keep routine mail out of the main view.
Be cautious with forwarding and deletion. Forwarding can expose information outside your mailbox, and a delete action may hide messages you later need. Confirm the recipient or action carefully, and consider moving messages to a review folder instead of deleting them.
Keep the rule list maintainable. Review it occasionally and remove rules you no longer need. If the list has controls to change rule order, use them to place important rules appropriately, and read the effect of any stop-processing setting before changing it.
Remember that the app experience can vary. New Outlook, Outlook on the web, and Mac builds share many rule concepts, but an option may appear under a different menu or may not be supported for every account. Use the condition and action choices displayed for the mailbox you are configuring.

Troubleshooting

The rule does not run on a new message: Reopen Settings > Mail > Rules and confirm the rule is saved and enabled, if an enable control is shown. Check the sender or subject exactly as it appears in the message, verify that each required condition is satisfied, and inspect exceptions. Confirm that the message arrived in the account where you created the rule. If the rule depends on an action that is unavailable for that mailbox, simplify it using the options offered.

The message went to an unexpected folder or was changed twice: Look at the rule list for other rules that match the same message. Review their conditions, actions, order, and Stop processing more rules settings. Temporarily disable a conflicting rule if the interface provides that option, then test again. If the message is in a different folder, search the mailbox before assuming it was deleted.

Older messages were not changed: Check whether you selected Run rule now when creating the rule. If that option was not selected or is not available, the rule may apply only to incoming messages. You can move older messages manually, or look for an available run-on-existing-messages option in the rule editor. Review the affected messages before running a rule over a large folder.

You cannot find Rules or an expected action: Make sure you are in New Outlook rather than switching to classic Outlook, whose menus differ. In Windows or the web app, start from Settings > Mail > Rules; on Mac, check Outlook > Settings and the Rules section. Update Outlook if your organization permits updates, and check whether the mailbox is a work, school, Outlook.com, or third-party account. Some rule options vary by account type, and an administrator may restrict them. If a work mailbox still will not save a rule, contact your organization’s Microsoft 365 administrator.

Frequently Asked Questions

Do New Outlook rules apply to messages already in my Inbox?
Usually, a newly created rule handles incoming messages. If the editor offers Run rule now, select it to apply the rule to existing messages as well. If you do not see that option, expect to handle older messages separately.

Can a rule move messages from a specific person to a folder?
Yes, if the From condition and Move to action are available for your account. Choose the sender’s address, select the destination folder, and test the rule with a message from that person.

Can I make a rule match either of two people?
That depends on the condition editor. Multiple conditions commonly mean all listed conditions must be true, so adding two sender conditions may require both rather than either. If the form does not provide an “any” or equivalent choice, create a separate rule for each sender.

Will a rule work when Outlook is closed?
Rules using supported mailbox conditions and actions are generally processed by the mail service, so they can work while the app is closed. Some options may depend on the account or action. If a rule only appears to work while Outlook is open, check the account’s rule support and simplify it to supported actions.

How do I change or delete a rule?
Open Settings > Mail > Rules in New Outlook for Windows or the web, or open the Rules settings on Mac. Select the rule to edit its name, conditions, actions, or exceptions. Use the delete control beside the rule to remove it, then confirm if prompted.

Are New Outlook and classic Outlook rules the same?
They serve the same purpose, but the setup screens and available choices are not identical. Follow the New Outlook paths in this guide; do not rely on classic Outlook ribbon instructions if you are using the newer app.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.