Outlook: Creating and Managing Rules in Outlook Desktop Application

Summary

 This article details how to create and manage rules in Outlook Desktop Apps for both Windows and MacOS users.

 

How-To

Task: To create and manage rules in Windows

Instructions

Step 1 - Open Outlook Desktop App for Windows

Step 2 - Select "File" from the top left

Step 3 - Select "Rules and Alerts"

rules and alerts

 

Step 4 - Highlight an existing rule to select it. You can edit a rule by choosing "Change Rule > Edit Rule Settings..." or remove it by choosing "Delete".  You can check or un-check the box next to a rule to enable or disable that specific rule. 

 

If you wish to create a new rule, choose "New Rule..." and continue reading.

red box highlight new rules, change rules, and delete

 

Step 5 - Select a template that best describes what you need and click "Next"

rule templetes

 

Step 6 - Select and specify conditions, and click "Next"

Note: You can click words that are "highlighted in blue" to customize your conditions

conditions

 

Step 7 - Select actions and click "Next"

Note: You can click words that are "highlighted in blue" to customize your actions

select actions

 

Step 8 - Select exceptions if necessary and click "Next"

exceptions

 

Step 8 -  Carefully review your rules and click "Finish"

to review rules

 

Outcome

You have successfully established new rules for your outlook desktop app.  You know how to manage existing rules.

Back to top

 

Task: To create and manage rules in MacOS

Instructions

Step 1 - Open your macOS Outlook Desktop app, select "Outlook" in the top-left corner, and choose "Preferences..."​​​​​

red box highlight preferences

 

Step 2 - Select the "Rules" option

red box highlight rules

 

Step 3 - You can toggle "the switch"  to enable or disable a specific rule. You can edit the rule by clicking "the pencil (edit) icon"  or delete it by clicking "the trash can (remove) icon" 

 

If you wish to create a new rule, click the "New Rule" button at the bottom left and continue reading.

red box highlight the edit or delete

 

Step 4 - Name your new rule

Step 5 - Add rule conditions from the Condition drop-down menu

red box highlight the condition

 

Step 6 - Add rule actions from the Action drop-down menu.

red box highlight the actions

 

Step 7 - Set up exceptions if necessary

Step 8 -  Carefully review your new rule and click "Save"

red box highlight exceptions and save

 

Outcome

You have successfully established new rules for your outlook desktop app.  You know how to manage existing rules.

Back to top

 

Further Readings

Outlook: Creating and Managing Outlook Message Rules using Microsoft Outlook on the Web

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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