How to Create Rules in Outlook (and Fix Ones That Don’t Work)

Rules make Outlook act on email the moment it arrives — move it to a folder, forward it, or redirect it. Here’s how to create, run, order and fix them in the new Outlook for Windows, using Microsoft’s own steps.

Before you start

• Every rule has three parts: a name, at least one condition, and at least one action. Exceptions are optional.
• Rules run on new mail. By default a rule applies only to messages that arrive after you create it — but you can run it on existing mail.
• Gmail, Yahoo or iCloud inside Outlook? Microsoft says the new Outlook doesn’t support rules for third-party accounts like these; set them up with the email provider instead — for Gmail, that’s Gmail filters.

Create a rule from an email (fastest)

1. Right-click an email from the sender you want to sort, point to Rules and select Create rule.
2. Choose the folder those emails should go to and select OK. The rule now applies to all incoming messages that match.
3. To do more than move the email, select More options to open the full rule settings.

Create a rule from Settings

1. At the top of the page, select Settings, then Mail → Rules.
2. Select Add rule and give the rule a name.
3. Add a condition — for example, who it’s from — and use Add a condition for more.
4. Add an action, and use Add an action or Add an exception if you need them.
5. Select Save, or Discard to cancel.

Forward or redirect email with a rule

In a rule’s actions, Microsoft offers three ways to send mail on, and they behave differently:

To forward everything, choose the condition Apply to all messages. Two cautions from Microsoft: forwarded or redirected copies stay in your mailbox and still count towards your storage — if you go over the limit, forwarding rules may stop working (see Outlook storage full). And your account may cap how many addresses a rule can send to; above that cap the rule won’t work, so test any rule with several addresses.

On Outlook.com you can also forward all mail without a rule: Settings → Mail → Forwarding → Enable forwarding, enter the address and select Save. Tick Keep a copy of forwarded messages to keep the original in your mailbox. You may be asked to verify your identity, and to turn on two-step verification if it’s off.

Edit, turn off or delete a rule

All of these start at Settings → Mail → Rules:

• Edit: select More actions (⋯) next to the rule → Edit rule, make your changes, then Save.
• Pause: use the toggle next to the rule’s name — it stays saved, it just doesn’t run.
• Delete: More actions (⋯) → Delete rule.

Run a rule on email you already have

Go to Settings → Mail → Rules and select the Run rule now icon next to the rule. Handy right after creating a rule, to sort a backlog in one go.

Rule order and “Stop processing more rules”

Rules apply to incoming mail in the order they’re listed. To change the order, select a rule in Settings → Mail → Rules and use the Up or Down arrow.

When more than one rule could match the same email, tick Stop processing more rules on the rule that should win. Microsoft’s description: subsequent rules are ignored, even if they apply to the message. Put that rule higher in the list so it runs first.

Rule not working?

• It was made in classic Outlook. Microsoft says some rules created in classic Outlook are client-side rules that the new Outlook can’t process. Create a new rule to replace it.
• It’s on a Gmail, Yahoo or iCloud account. The new Outlook doesn’t support rules for those — use the provider’s own filters.
• The email arrived before the rule. Use Run rule now.
• An earlier rule stopped it. Check the order and which rules have Stop processing more rules ticked.
• A forwarding rule stopped. Check your mailbox isn’t full, and that the rule isn’t sending to more addresses than your account allows.
• Steps don’t match your screen. You may not be on the new Outlook for Windows yet — Microsoft’s rules page has a separate tab for classic Outlook.

Also handy: schedule an email in Outlook.