How to Create Rules in Microsoft Outlook

Become the master of your inbox

Rules in Microsoft Outlook are ideal for automatically performing actions on emails. You can do things like move, flag, or respond to certain messages without manual work. To help you keep up with your growing inbox, we’ll show you how to create rules in Outlook.

Because you can create Outlook rules on Windows, Mac, and the web, we’ll cover setting them up on each platform. Just note that the available conditions and actions vary.

How to Create Rules in Outlook on Windows

The healthiest set of conditions and actions for rules are in Outlook on Windows. To most effectively explain how to create a rule, let’s walk through setting up a few commonly used rules.

Setting up a blank rule from scratch gives you the most flexibility because you can choose more than one condition and action. Plus, the Rules Wizard prompts you along the way.

Open Outlook, go to theFiletab, and selectManage Rules & Alertsin theInfosection.

When the Rules and Alerts dialog box appears, open theEmail Rulestab and choose an account at the top if you have more than one. Then, chooseNew Rule.

You can then set up your rule with the instructions below to move emails to a folder, flag them for follow-up, or send automated replies. You can instead try your hand at a different rule you’ll find useful likeautomatically forwarding emails.

In the Rules Wizard, select one of the move options at the top. You can move messages to a specific folder based on sender, included words, or for emails you send rather than receive.

Another helpful Outlook rule is for flagging emails for follow-up. You get to choose the flag and timing for the follow-up.

One more rule you may find helpful is an automatic reply, which is similar to an out of office message but with more flexibility. You can use a particular Outlook template or create a reply message for specific emails.

How to Create Rules in Outlook on Mac

If you use Outlook on your Mac, you can set up inbox rules there easily although the conditions and actions are a bit more limited than on Windows.

How to Create Rules in Outlook on the Web

To create a rule inOutlook on the web, head to the website and sign in. You’ll see similar conditions and actions to those in Outlook on Mac.

Will Your Emails Follow the Rules?

By creating email rules in Outlook, you can minimize the time it takes you to organize your messages, remember to follow up, or reply to certain emails. If you run into trouble, take a look at thesefixes for when Outlook email rules aren’t working.

Sandy Writtenhouse is a freelance technology writer and former Project, Department, and Program Manager. She turned her education, job experience, and love of technology into a full-time writing career. With all sorts of gadgets in her home and her hands, she seeks to help others make life easier through technology.Read Sandy’s Full Bio

Your email address will not be published.Required fields are marked*

Comment*

Name*

Email*

Website

Welcome to Help Desk Geek- a blog full of tech tips from trusted tech experts. We have thousands of articles and guides to help you troubleshoot any issue. Our articles have been read over 150 million times since we launched in 2008.

HomeAbout UsEditorial StandardsContact UsTerms of Use

How to Create Rules in Microsoft Outlook#

How to Create Rules in Outlook on Windows#

How to Create Rules in Outlook on Mac#

How to Create Rules in Outlook on the Web#

Will Your Emails Follow the Rules?#