Outlook: Creating and Managing Rules in Outlook on the Web

This article describes how to create and manage email rules (filters) to automatically process your incoming email 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

 

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

 

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

 

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.

 

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.

 

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.

 

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.

 

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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.

 

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.

 

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.

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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

 

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.

 

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.

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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:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

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

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