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Summary
This article details how to create and manage rules in Outlook Desktop Apps for both Windows and MacOS users.
Important: It is recommended to
create, run, and manage Outlook Rules in the Web App instead of the Desktop app. Rules managed in Outlook on the Web run all the time instead of only when the desktop app is open. For instructions, see our article on
Creating and Managing Rules in Outlook on the Web
We have also found that the "New" Outlook desktop app uses and synchronizes the web-based rules while the "Classic" Outlook is independent and separate from the web-based rules.
If you still want to use the desktop app, follow the instructions for your operating system:
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"
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.
Step 5 - Select a template that best describes what you need and click "Next"
Step 6 - Select and specify conditions, and click "Next"
Note: You can click words that are "highlighted in blue" to customize your conditions
Step 7 - Select actions and click "Next"
Note: You can click words that are "highlighted in blue" to customize your actions
Step 8 - Select exceptions if necessary and click "Next"
Step 8 - Carefully review your rules and click "Finish"
Outcome
You have successfully established new rules for your outlook desktop app. You know how to manage existing rules.
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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..."
Step 2 - Select the "Rules" option
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.
Step 4 - Name your new rule
Step 5 - Add rule conditions from the Condition drop-down menu
Step 6 - Add rule actions from the Action drop-down menu.
Step 7 - Set up exceptions if necessary
Step 8 - Carefully review your new rule and click "Save"
Outcome
You have successfully established new rules for your outlook desktop app. You know how to manage existing rules.
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Further Readings
Outlook: Creating and Managing Rules in 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.