Outlook Rules: Filter Your Incoming Mail Automatically

Create an Outlook rule by choosing a condition, such as who sent a message or a word in its subject, then assigning an action, such as moving it to a folder. Rules can sort future mail automatically and, in some Outlook versions, can also be run on messages already in your inbox. Before you start, decide what you want to match and where the matching messages should go.

What You’ll Need

An Outlook account and access to the mailbox you want to organize. The steps below cover Microsoft 365 Outlook on Windows, with notes for Outlook on the web and Mac.
A clear condition and action. For example, you might move messages from a project lead into a folder called Project Updates.
A destination folder if you plan to move messages. Create one first if it does not exist; you can usually also create a folder while choosing the action.

Step-by-Step

Choose the Outlook version you are using. In new Outlook for Windows or Outlook on the web, select the Settings gear, then go to Mail > Rules. In classic Outlook for Windows, use Home > Rules > Manage Rules & Alerts. The layouts differ, so follow the matching set of instructions below rather than looking for the same button in every version.
Start a new rule. In new Outlook or Outlook on the web, select Add new rule. In the rule window, enter a descriptive name, such as “Move invoices to Finance.” In classic Outlook for Windows, select New Rule. You can start from a template, such as moving messages from someone, or select Apply rule on messages I receive and build the conditions yourself. Starting from a template is convenient, but check every condition and action before saving.
Set a condition that identifies the right mail. Choose one or more conditions, such as From, Subject includes, or To. Select or enter the sender, address, or words Outlook should look for. If using a subject phrase, choose wording that is specific enough to avoid unrelated messages. Some versions offer conditions such as messages with attachments or importance; the available list can differ by account and Outlook version.
Check how multiple conditions work. If you add more than one condition to a rule, Outlook generally requires a message to match all selected conditions. For example, selecting a particular sender and a subject phrase means both must match. Use a condition that captures all the messages you want, and avoid adding extra conditions just because they seem helpful. If you need separate groups of messages, create separate rules.
Choose what Outlook should do with a match. Select an action such as Move to, Categorize, Mark as read, Flag, or Forward, depending on what your version offers. For a filing rule, choose Move to and select the destination folder. A rule can often have more than one action, but combine actions only when you genuinely want all of them applied to the same message.
Add exceptions if necessary. Exceptions prevent a rule from acting on messages that otherwise meet its conditions. For example, you could move routine messages from a sender but exclude messages whose subject contains “urgent.” Exceptions are optional. Keep them limited and easy to understand; a long list can make it difficult to predict which messages will be affected.
Decide whether to stop later rules. If the rule editor offers Stop processing more rules, turn it on when a message that matches this rule should not be handled by lower-priority rules afterward. Leave it off when another rule should also act on the same message. Rule order matters when several rules could match, so review the order in the rules list if the result is unexpected.
Choose whether to apply the rule to existing messages. Rules normally handle new incoming messages from the point they are enabled. In classic Outlook for Windows, Manage Rules & Alerts includes Run Rules Now for applying selected rules to existing items in a folder. New Outlook and Outlook on the web may show a Run rule now option in the rule editor or rules list, depending on the account and current interface. If you do not see it, create the rule for future mail and move older messages manually or use search to select them.
Save and enable the rule. Review the name, conditions, actions, exceptions, and any run-now choice, then select Save or Finish. In classic Outlook, confirm that the rule is checked in the rules list and select Apply, then OK. A saved rule that is unchecked will not process incoming messages. Send or wait for a test message that meets the conditions and confirm that it receives the intended action.
Use the Mac path if you are working on a Mac. In new Outlook for Mac, open Outlook > Settings > Rules and add a rule for the selected account. In Legacy Outlook for Mac, rules are available from Tools > Rules. Choose the account, set conditions and actions, and save. Labels and available options can vary by Outlook build and account type, so check the rule summary before closing the settings window.

Common Mistakes

Choosing a condition that is too broad. A rule that looks for a common word such as “report” may catch messages you did not intend to file. Use a complete sender address, a distinctive subject phrase, or an additional condition when appropriate. Then test against a message you expect to match.

Forgetting that the rule affects only future mail. Saving a rule does not always sort older messages automatically. Look for a run-now option, or use Outlook search to find and move existing messages. Do not assume that a correctly saved rule has already cleaned up the inbox.

Moving mail somewhere hard to find. Check that the destination folder is in the correct mailbox and is not an archive or shared mailbox folder you rarely open. If you use multiple accounts, ensure you created the rule for the account receiving the mail.

Overlooking rule order or a stop action. An earlier rule may move a message before a later rule can handle it, and Stop processing more rules can prevent later actions. Review the list from top to bottom when two rules overlap.

Tips

Name rules by outcome. Names such as “Move receipts to Taxes” are easier to maintain than vague names such as “Rule 1.”
Start with one condition and one action. Keep the first version simple. If it works consistently, add an exception or another action only when you have a specific need.
Use folders for ongoing filing and categories for flexible grouping. Moving a message removes it from the Inbox view, while a category can mark it without changing its folder. The better choice depends on how you search and review mail.
Review rules after changing your workflow. A rule for a completed project or an old sender may no longer be useful. Disable or edit outdated rules instead of letting them quietly misfile new messages.
Be cautious with forwarding. A forwarding action can send private or sensitive content outside your organization. Check your workplace policies and confirm the recipient before enabling it.

Troubleshooting

The rule does not run. Confirm that it is enabled, saved under the correct account, and has a condition that matches the actual message. Check the sender address and subject spelling, and inspect exceptions that may exclude the message. For a quick test, temporarily simplify the condition, save, and check a new matching message; restore the intended conditions afterward.

Messages still appear in the Inbox. Check whether the action is Move to rather than categorize or mark as read. Verify the destination folder and search for the message there. If the rule was created after the message arrived, it may not act on that existing message unless you run the rule on existing mail or move the item yourself.

A rule works on one device but not another. Some rules are processed by the mail server, while others depend on a desktop Outlook app being open. In classic Outlook, a rule that uses an action unavailable to the server may be marked as client-only. Check the rule details and keep classic Outlook running when that type of rule needs to process mail. Rules for Exchange or Outlook.com accounts often work across devices when the action is supported on the server, but behavior depends on the account and rule.

The wrong messages are moved or several actions conflict. Edit the conditions to make them more specific, remove unnecessary exceptions, and review the order of overlapping rules. If you cannot tell which rule acted, disable the rules temporarily and enable them one at a time while testing with new mail. Avoid testing by sending sensitive messages to an external address.

You cannot find Rules in Settings. Make sure you are in new Outlook or Outlook on the web and have opened the Settings gear, then Mail. In classic Outlook for Windows, use Home > Rules > Manage Rules & Alerts instead. On Mac, check Outlook > Settings > Rules in new Outlook or Tools > Rules in Legacy Outlook.

Frequently Asked Questions

Can I create a rule from an email message?

Yes. In classic Outlook for Windows, select a message and use Home > Rules to start a rule based on it. In new Outlook or Outlook on the web, right-click a message and look for Rules or Create rule. Review the suggested sender or condition before saving, because it may not include every detail you want.

Can an Outlook rule sort messages that are already in my inbox?

Sometimes. Classic Outlook for Windows offers Run Rules Now in Manage Rules & Alerts. New Outlook or Outlook on the web may provide a run-now option for some accounts. If it is unavailable, search for the older messages and move them manually; the rule should still handle future mail once enabled.

Can I make a rule based on a word in the message body?

Some Outlook versions provide conditions for specific words in the message body, while others show a different set of options. Check the condition list in your rule editor. If the condition is unavailable, consider using a distinctive subject, sender, or another supported property rather than assuming a subject condition searches the whole message.

Do Outlook rules work when Outlook is closed?

Server-side rules can run when Outlook is closed, provided the account and actions support server processing. Client-only rules in classic Outlook require that Outlook be running on the computer. If a rule is marked as client-only or behaves differently across devices, check its action and account support.

Can I use the same rule on every device?

Rules stored with a supported mailbox account generally sync with that account, but not every rule action is available everywhere. Rules created for a local-only account or rules that depend on classic Outlook may not behave identically in Outlook on the web or mobile. Test the rule on the devices you use regularly.

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