Outlook: Creating and Managing Rules in Outlook on the Web

Summary

This article describes how to create email rules/filters to automatically sort your incoming mail messages in Outlook on the Web. Follow the link to the task you want to achieve:

 

How-To

Task: To create rules for incoming messages in Outlook on the Web

Instructions

Step 1 - Open your USNH Email and sign in if required. 

Step 2 - Select the "Settings" (gear) icon on the top right

red box highlight the setting icon

 

Step 3 - Select Mail > Rules > Add new rule.

Outlook settings menu exspanded with Mail, rules, and add new rule selected.

 

Step 4 - Enter a meaningful name for the rule in the Name your rule field.

Create new rule form.

 

Step 5 - Add filter criteria that the message must meet by selecting from the Condition drop-down menu.

Note: After adding the first condition, Add another condition displays allowing you to include additional criteria.

Add another condition link displayed and selected.

 

Step 6 - Add an action by selecting from the Action drop-down menu. The Action is performed when the Condition is true.

Note: After adding the first action, Add another action displays allowing you to include additional actions.

Step 7 (optional) - If desired, click Add an exception to display the Select an exception drop-down menu.

Note: After adding the first exception, Add another exception displays allowing you to include additional exceptions.

Add an exception drop-down menu.

 

Step 8 - Check Stop processing more rules to ensure that subsequent rules are ignored, even if they apply to the message. Without this setting, every rule that applies to the message is executed.  If you want later rules to also apply to these messages, then un-check the box.

Step 9 (optional) - Check Run rule now to execute the rule on any messages that currently exist in your mail box at the time you Save the rule.

New rule dialog, filled in, so "Run rule now" checkbox appears.  It's highlighted in this screenshot.

 

Step 10 - Click Save.

 

Outcome

The rule is executed every time a new message enters the mail box that meets the required conditions.

Rules you create are displayed in the Rules section of the Setting menu. From this menu, rules can be deactivated (slider at the left), run now (triangle pointing right), sorted (up and down arrows), edited (pencil), or deleted (trash can).

To troubleshoot rules that aren't performing as expected, click If your rules aren't working, generate a report. The report is sent to your inbox for analysis.

Rules section of the Settings menu listing your rules with management tools selected.

 

Back to top

 

Task: To create rules for incoming messages from a specific sender in Outlook on the Web

Instructions

Step 1 - Open your USNH Email and sign in if required. 

Step 2 - Right-click on a message that you want to create a rule for.

Step 3 - Click Advanced actions > Create rule.

An email message's context menu with Advanced actions and Create rule selected.

 

Step 4 - To move messages from this sender to a specific folder, select the folder from the Select a folder drop-down menu, or click More options to open the Outlook Settings menu and follow Step 4 to Step 10 described above.

Create a rule form with Select a folder drop-down menu and More options link selected.

 

Outcome

Every time a new message from this specific sender enters the mailbox it is moved to the designated folder.

Rules you create are displayed in the Rules section of the Setting menu. From this menu, rules can be deactivated (slider at the left), run now (triangle pointing right), sorted (up and down arrows), edited (pencil), or deleted (trash can).

To troubleshoot rules that aren't performing as expected, click If your rules aren't working, generate a report. The report is sent to your inbox for analysis.

Back to top

  

Task: To manage all the rules in Outlook on the Web

Instructions

Step 1 - Open your USNH Email and sign in if required. 

Step 2 - Select the "Settings" (gear) icon on the top right

 

Step 3 - Select Mail, then select Rules

red box highligh the mail and rules

 

Step 4 - Manage your rules.  Rules you have created appear in the Rules section of the Setting menu. From here you can:

  • Activate/Deactivate a rule using the slider toggle by the rule name.
  • Run rule now on all messages in the Inbox using the triangle pointing right icon to the right of the rule.
  • Move rules up or down with the up and down arrows.  Rules run in the order shown, top to bottom.  The arrows allow you to arrange the rules in the order you want.
  • Edit rule by clicking the pencil icon.  You will be able to edit all the features of the rule.
  • Delete rule with the trashcan icon.
  • Troubleshoot rules that aren't performing as expected by clicking the If your rules aren't working, generate a report link at the bottom of your list of rules. The report is sent to your inbox for analysis.

Rules section of the Settings menu listing your rules with management tools selected.

 

Step 5 - When you are finished working with your Outlook Rules, click the X in the upper corner to close the Outlook Settings box.

 

Outcome

You can manage all your rules from the Outlook settings.

Back to top

 

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.  

Print Article

Details

Article ID: 2820
Created
Fri 10/2/20 5:14 PM
Modified
Mon 5/6/24 9:46 AM
Applicable Institution(s):
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office