Free tools Windows power users keep installed
One-click scans. No signup required.
To create an email rule in Outlook on the web, open Settings > Mail > Rules, select Add new rule, choose a condition and an action, and save. The rule then handles matching messages as they arrive. Desktop Outlook uses different menus, and the options differ between new Outlook and classic Outlook, so confirm which version you use before following any steps below.
Rules and the message-list filter do different jobs
An inbox rule automates what happens to incoming mail: it can move a message to a folder, flag it, or take another supported action without you touching it. The Filter control in the message list is a different tool. It narrows what you see in the current view, so it helps you find or sort existing messages but does not change how future mail is handled. If your goal is automatic handling, you need a rule.
As an Amazon Associate I earn from qualifying purchases.
Create a rule in Outlook on the web
Outlook on the web and Outlook.com use the same Rules page. Create the destination folder first if you want messages moved somewhere specific; Microsoft’s guidance on creating a folder or subfolder in Outlook covers that step.
The Tool Desk
Outbyte PC Repair FREERepair Windows errors before they cause bigger problemsFix Now →Outbyte Driver Updater FREEFix the driver behind crashes, sound loss and screen glitchesFind Drivers →- Select Settings (the gear icon).
- Select Mail, then select Rules.
- Select Add new rule.
- Enter a name that describes what the rule does, such as “Invoices to Finance.”
- Choose a condition, for example a sender address or words in the subject, and choose an action, such as moving the message to a folder. Add further conditions or actions if the behavior needs them. Conditions are combined, so a message must meet all of them for the rule to apply.
- If some matching messages should be left alone, add an exception.
- Review the Stop processing more rules option, explained below.
- Select Save.
Stop processing more rules
Microsoft describes this option as on by default in the workflow it documents. When it is on, a message that matches this rule is not checked against later rules. When it is off, other matching rules can also apply to the same message, which can produce results you did not expect, such as a message moved to one folder and then to another. Turn it off only when you intend several rules to act on the same message.
Exceptions
An exception stops a rule from applying to messages that otherwise match. A common use is a rule that files newsletters from a sender while keeping messages with a specific subject line in the inbox. Because exceptions are part of the same rule, you do not need a second rule to protect those messages.
Create a quick rule from a message
For a simple rule based on one sender, you can start from an existing message rather than the Rules page.
Rank #2
- All-day Comfort: The design of this standard keyboard creates a comfortable typing experience thanks to the deep-profile keys and full-size standard layout with F-keys and number pad
- Easy to Set-up and Use: Set-up couldn't be easier, you simply plug in this corded keyboard via USB on your desktop or laptop and start using right away without any software installation
- Compatibility: This full-size keyboard is compatible with Windows 7, 8, 10 or later, plus it's a reliable and durable partner for your desk at home, or at work
- Spill-proof: This durable keyboard features a spill-resistant design (1), anti-fade keys and sturdy tilt legs with adjustable height, meaning this keyboard is built to last
- Plastic parts in K120 include 51% certified post-consumer recycled plastic*
- Right-click the message in the message list.
- Select Create rule.
- Choose the destination folder.
- If the screen offers an option to run the rule on messages already in the inbox, decide whether you want older mail processed too. The wording and availability of this option differ by Outlook version, so read the label carefully.
A quick rule is convenient but limited to the sender-and-folder pattern. For multiple conditions or exceptions, use the full rule editor described above.
Desktop Outlook: new Outlook, classic Outlook, and Outlook.com
Microsoft’s rules article provides separate instructions for new Outlook, classic Outlook, Outlook on the web, and Outlook.com. Follow the set that matches your installed program or browser session. The article covers Outlook for Microsoft 365, Outlook 2024, 2021, 2019, and 2016, and the new Outlook for Windows, so the labels you see may differ from the screenshots and wording of an older release.
Rank #3
- Reliable Plug and Play: The USB receiver provides a reliable wireless connection up to 33 ft (1), so you can forget about drop-outs and delays and you can take it wherever you use your computer
- Type in Comfort: The design of this keyboard creates a comfortable typing experience thanks to the low-profile, quiet keys and standard layout with full-size F-keys, number pad, and arrow keys
- Durable and Resilient: This full-size wireless keyboard features a spill-resistant design (2), durable keys and sturdy tilt legs with adjustable height
- Long Battery Life: MK270 combo features a 36-month keyboard and 12-month mouse battery life (3), along with on/off switches allowing you to go months without the hassle of changing batteries
- Easy to Use: This wireless keyboard and mouse combo features 8 multimedia hotkeys for instant access to the Internet, email, play/pause, and volume so you can easily check out your favorite sites
| Outlook version | Where rules run | Client-side rules | Rules for Gmail, Yahoo, or iCloud accounts |
|---|---|---|---|
| New Outlook (Windows) | Server-side | Not supported | Not supported, per Microsoft’s current support page |
| Classic Outlook (desktop) | Server-side and client-side | Supported | Not stated in Microsoft’s rules article |
| Outlook on the web | Server-side | Not supported | Not stated in Microsoft’s rules article |
| Outlook.com | Server-side | Not supported | Not stated in Microsoft’s rules article |
Microsoft’s platform comparison page lists rule creation for Outlook for PC and Outlook on the web. It does not list the iOS and Android apps for this feature, so mobile readers should expect to create rules on a computer or in the browser.
Why a rule may not behave as expected
The rule stops running when Outlook is closed
A client-side rule lives on the computer and depends on classic Outlook running. If a rule moves mail only while your desktop session is open, check whether it is a client-side rule. Keep classic Outlook running on that computer, or recreate the rule as a server-side rule in a version that supports it.
A migrated rule cannot be edited or viewed
Rules carried over from classic Outlook sometimes cannot be opened in new Outlook or on the web, because their conditions or actions are not supported there. Microsoft’s guidance on editing or fixing a broken rule advises recreating the rule where possible, using only conditions and actions the destination version offers.
What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
Several rules act on the same message
If a message ends up in an unexpected folder, review the rule order and the Stop processing more rules setting described above. Rules are applied in the order they appear, and a later rule can override the result of an earlier one when stop processing is off.
Best Value
- KEYBOARD: The keyboard works for Windows with hot keys that enable easy access to Media, My Computer, Mute, Volume up/down, and Calculator
- EASY SETUP: Experience simple installation with the USB wired connection
- VERSATILE COMPATIBILITY: This keyboard is designed to work with multiple Windows versions, including Vista, 7, 8, 10 offering broad compatibility across devices.
- SLEEK DESIGN: The elegant black color of the wired keyboard complements your tech and decor, adding a stylish and cohesive look to any setup without sacrificing function.
- FULL-SIZED CONVENIENCE: The standard QWERTY layout of this keyboard set offers a familiar typing experience, ideal for both professional tasks and personal use.
Rules created with Copilot
Microsoft’s documentation on managing Outlook rules with Microsoft Copilot says Copilot can create standard inbox rules in supported experiences. Those rules appear as ordinary inbox rules, so you can review, update, or delete them in the same Rules settings. Microsoft states that they apply only to future incoming messages and do not retroactively process older mail. To handle existing mail, use the Rules settings or the quick rule option with the in-inbox setting, where it is offered.
Because Copilot features and the Rules settings page are separate routes to the same kind of rule, check the rule list after using Copilot before assuming a rule exists or behaves as described.
Choosing the right approach
- Use a quick rule from a message for one sender going to one folder.
- Use the full rule editor for multiple conditions, exceptions, or precise order control.
- Use classic Outlook only when you need client-side behavior, and keep it running on that computer.
- Use new Outlook or Outlook on the web when you want server-side rules that do not depend on a desktop program.
Outlook versions do not support identical rule behavior, so verify the labels and options against your own interface before relying on a rule for important mail.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
