How to Create Outlook Rules in Office 365

To create an Outlook rule in Office 365, open Outlook on the web, go to Settings > Mail > Rules, select Add new rule, choose the conditions and actions, then save. Rules automatically sort, flag, forward, or otherwise handle incoming messages, so you spend less time organizing your inbox manually. You can also create rules in the Outlook desktop app; the available options and menu paths depend on which version you use.

What You’ll Need

A Microsoft 365 work, school, or personal account that you can sign in to in Outlook. Your organization may restrict some rule features.
A web browser or the Outlook app for Windows or Mac. The web method below works for an Exchange mailbox and is a useful starting point if the desktop menus differ.
A clear idea of which messages the rule should match and what Outlook should do with them. For example, move messages from a particular sender into a folder named Invoices.
A destination folder if your rule will move messages. Create it first if it does not already exist.

Step-by-Step

Sign in to the correct mailbox. Open Outlook on the web at outlook.office.com and sign in with your Microsoft 365 account. If you have more than one account or shared mailbox open, confirm that you are viewing the mailbox where you want the rule to apply. Rules belong to a particular mailbox; making a rule in your personal account will not automatically organize a shared mailbox.
Open the rules settings. Select the Settings gear near the top-right corner. In the settings panel, choose Mail, then Rules. If the panel is narrow or the options are not immediately visible, use the settings search field to look for Rules. Select Add new rule to start creating one.
Name the rule so you can recognize it later. Enter a short, descriptive name, such as Move monthly statements to Finance. A clear name is especially helpful when several rules apply to similar messages. Avoid vague names such as Rule 1, because they make it harder to check ordering or diagnose a problem later.
Choose the conditions that identify the messages. Select Add a condition and choose a property such as the sender, subject, recipient, or words in the message. Fill in the value Outlook asks for: for example, select the sender condition and enter a specific address, or choose a subject condition and enter a phrase such as Monthly statement. Use the narrowest condition that reliably matches the messages you want.
Check how multiple conditions work. When you add more than one condition, Outlook normally requires a message to meet all the listed conditions for the rule to match. For example, a sender condition plus a subject condition targets messages from that sender that also have that subject text; it does not generally mean either condition on its own. If you need to match one of several alternatives, look for a condition that can contain multiple values, or create separate rules and test them carefully.
Add an action. Select Add an action and choose what Outlook should do when a message meets the conditions. Common actions include moving it to a folder, categorizing it, marking it as read, flagging it, deleting it, or forwarding it. If you choose Move to, select the destination folder. If the action is to forward, check that forwarding is permitted by your organization and that the address is correct.
Add exceptions where needed. An exception prevents the rule from acting on messages that would otherwise match. For instance, a rule that moves messages containing the word invoice could have an exception for messages from your manager. Select Add an exception, choose the relevant condition, and enter the value. Exceptions are optional; do not add one unless you have a specific case to exclude.
Review rule order and processing options. If the settings show an option such as Stop processing more rules, turn it on only when you want this rule to prevent later rules from acting on the same message. Check the rules list for ordering controls. Rules can interact: an earlier rule might move a message before a later rule checks it, or a stop-processing setting might prevent the later rule from running.
Save and confirm that the rule appears in the list. Select Save. Check that the new rule is enabled and that its name, conditions, action, and exceptions are correct. A rule normally handles incoming messages from that point forward. If you want to organize messages already in the inbox, check whether the rule editor offers a Run rule now option. If it does not, search for the matching messages and move or process them separately.
Test with a message that should match. Send a test message from the relevant sender or with the relevant subject, or wait for the next expected message. Confirm that it arrives in the intended folder or receives the intended action. Also check a message that should not match, especially if you used broad wording or multiple conditions. If the result is wrong, edit the rule rather than creating several overlapping rules to compensate.
Create a rule from an existing message if that option is available. In Outlook, select or open a message, then look for Rules in the toolbar or message menu and choose an option to create a rule. Outlook may prefill a sender or other condition from that message. Review every condition and action before saving: a rule based only on the sender may catch more mail than you intended, while one based on a specific subject may miss messages with a changed subject line.

In classic Outlook for Windows: Select Home > Rules > Manage Rules & Alerts, then choose New Rule. Select a template or choose Start from a blank rule, such as Apply rule on messages I receive, and select Next. Choose the conditions, select Next, choose the actions, and add exceptions if needed. Select Finish, then Apply or OK to save the rule. The wording and available choices can vary by update and account type. In new Outlook for Windows, use Settings > Mail > Rules, as in Outlook on the web; some builds also expose rules from the Home ribbon.

On a Mac: In new Outlook, open Outlook > Settings > Rules and add a rule for the selected account. In legacy Outlook for Mac, the route is generally Tools > Rules. Available conditions and actions can differ from Windows, and rules for an Exchange or Microsoft 365 account may be managed on the server. If you cannot find a particular setting in the Mac app, use Outlook on the web to check the mailbox’s rule options.

Common Mistakes

Making the condition too broad. A condition such as subject contains report may match unrelated messages, including replies or messages where that word appears in a different context. Add a sender or another reliable condition when necessary, and test a likely false match before relying on the rule.
Assuming multiple conditions mean OR. If you specify a sender and a subject, Outlook generally treats them as conditions that must both be satisfied. Read the condition list as a complete matching test. If your intent is to catch either of two senders, make sure your chosen condition supports both addresses or create and test separate rules.
Forgetting rule order. Another rule may handle the message first, move it, or stop processing subsequent rules. Review the order when a rule works by itself but not alongside existing rules. Put specific rules before broad ones when appropriate, and use stop processing only when that effect is intended.
Choosing the wrong folder or account. A rule can appear to save correctly but move mail somewhere unexpected if you select the wrong folder or create it in another mailbox. Confirm the account at the top of Outlook and the full destination folder before saving.
Expecting a rule to fix old mail automatically. Most rules are intended for incoming messages. Do not assume saving a rule will reorganize messages already received. Use a run-now option if your version offers one, or search for and handle older messages separately.
Forwarding sensitive mail without checking policy. Work or school administrators may block automatic external forwarding for security reasons. Check your organization’s policy before forwarding messages, particularly to a personal address.

Tips

Start with one action. A simple rule that moves a clearly identified type of mail is easier to verify than a rule with many conditions, exceptions, and actions. Once it behaves as expected, decide whether it needs refinement.
Use a folder for messages you may need to review. Moving a message is usually easier to reverse than deleting it. If you are unsure whether a sender or subject condition is precise enough, move matching mail into a review folder rather than deleting or forwarding it.
Use categories when you want messages to stay visible. If you want to identify a type of message without removing it from the inbox, a category or flag may be more suitable than moving it. This is useful for messages that need attention but still belong with your other incoming mail.
Keep rule names and conditions specific. Names such as Receipts from shop name are easier to understand than Receipts. Use stable details, such as a sender address or a distinctive subject phrase, rather than text that changes with every message.
Review rules when your work changes. A rule for an old project, former colleague, or discontinued mailing list can quietly keep moving messages out of sight. Periodically open Settings > Mail > Rules, disable rules you no longer need, and remove obsolete ones.
Prefer mailbox rules for consistent handling. Outlook on the web can apply supported Exchange rules on the server, so they can work even when the desktop app is closed. Some specialized actions or rules that depend on a local computer may require classic Outlook to be running, or may not be available in the web editor.

Troubleshooting

The message stays in the inbox. Check that the rule is enabled, saved in the mailbox that received the message, and not limited by an unintended condition or exception. Compare the actual sender address and subject with the values in the rule. Also check whether another rule, junk filtering, or an organization policy is affecting the message. Send a fresh test message after making a change; previously received messages may not be processed automatically.

The message goes to the wrong folder or gets more than one action. Review all rules in order and look for overlapping conditions. A broad rule may match the same message as a more specific rule. Adjust the order, narrow the conditions, or use Stop processing more rules where appropriate. Check each rule’s actions to make sure one is not moving or deleting messages unexpectedly.

You cannot find Rules or a particular action. Confirm that you are signed in to Outlook for the correct account. The web, new Outlook, classic Outlook, and Mac apps do not expose identical options. Switch to Outlook on the web and check Settings > Mail > Rules. If the setting is still missing, your account type or Microsoft 365 administrator may limit it; ask your IT support team rather than repeatedly recreating the rule.

A forwarding rule does not send mail. Confirm the destination address, then check whether automatic forwarding is blocked by your organization. Ask your administrator about the policy if this is a work or school account. Do not assume the rule is working just because it appears in the rules list; verify with a permitted test message.

The rule stopped working after a change. Check whether the sender changed addresses, a folder was renamed or deleted, or a condition relied on wording that is no longer present. Edit the saved rule, select a valid destination, and test again. If the rule uses an action available only in one Outlook app, recreate or review it in that same app and confirm whether it requires Outlook to stay open.

Frequently Asked Questions

Do Outlook rules work when Outlook is closed?
Many rules for a Microsoft 365 or Exchange mailbox are server-side and can run while the desktop app is closed. Some actions depend on the Outlook app or computer, so availability varies. The rule editor may indicate when an action is client-only.

Can I apply an Outlook rule to messages already in my inbox?
Sometimes. Look for Run rule now while creating or editing the rule in your version of Outlook. If that option is not available, use search to find the older matching messages and move or handle them manually. Saving a rule alone usually targets new incoming messages.

Can I create a rule that moves messages from several senders?
Yes, if the sender condition lets you enter or select multiple addresses in your Outlook version. If it does not, create separate rules or use another reliable condition. Test each sender so you know the rule catches the intended messages.

Can Outlook rules automatically delete messages?
Yes, a delete action is available in many Outlook rule editors. Use it cautiously: a broad condition can remove messages you need. Consider moving uncertain matches to a review folder first, then change the rule only after confirming it is precise.

Why is a rule unavailable in Outlook for Mac?
Outlook for Mac does not always offer the same rule conditions and actions as Outlook for Windows or the web. Account type and whether you are using new or legacy Outlook also matter. Check Outlook on the web for server-side mailbox rules, or contact your administrator if the option is restricted.

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