How to create email rules in new Outlook and Outlook 365 online

New Outlook rules

Like the classic Outlook desktop app, the new Outlook lets you set up rules to manage your emails, but with a few less options. To grasp the nuances, you need to understand the difference between the server-side and client-side rules, and what you can and can't do with them.

Server-side rules work directly on the server, so they run whether or not Outlook is open on your computer. These are the kind of rules you'll find in Outlook on the web and the new Outlook app, which is pretty much a web client in disguise (a wrapper over the web client). They're great for organizing your emails - flagging the important ones, sorting them into categories, or moving to folders, all done on the server as soon as your emails come in.

But here's the catch: client-side rules, like printing emails or setting reminders, aren't available in the new Outlook or Outlook 365 online. That's because these rules need the Outlook client running on your computer to work. For example, you can't play a sound or print an email if you've logged into your Outlook account from a different computer that doesn't have a printer or speakers. Even if you could, in theory, set up such a rule, it won't work because there won't be any technical way to execute it.

So, while classic Outlook with an Exchange server has both server-side and client-only rules, in the new Outlook only server-side rules are available.

Examples of new Outlook rules:

• Block emails with certain words in new Outlook - filter spam emails by moving messages with certain words to the Junk folder.
• Set an out-of-office reply in new Outlook - notify senders that you are away with an automatic out-of-office reply.
• Forward or redirect mail - automatically forward or redirect all mail that you receive or specific messages only.

How to create a rule for Inbox in new Outlook and web

In the new Outlook and Outlook on the web (also known as Outlook 365 online), rules are applied to incoming messages that you receive.

To create an email rule for your Inbox, this is what you need to do:

1. Click the Settings gear icon in the upper-right corner of the Outlook window. Alternatively, you can click Mail > View tab > View Settings.
2. In the Settings menu, choose Mail > Rules.
3. If you have multiple accounts, select the one for which you want to create a rule from the dropdown list at the top.
4. Click on the plus icon to add a new rule.
5. In the rules menu that opens, you need to define three essential components: a rule name, conditions, and actions.
6. Name the rule. Enter a shot descriptive name in the first box, for example "Forward messages".
7. Specify conditions. From the dropdown menu next to number 2, choose a condition. You can add more conditions by clicking the Add another condition link. For example, if you want to forward emails sent by a specific person, choose the "From" condition.
8. Define actions. Use the dropdown menu next to number 3 to select an action to apply to emails that meet your conditions. You can also add multiple actions by selecting Add another action. Actions are grouped into three categories:
   • Organize: Move, copy, delete, or pin to the top.
   • Mark message: as read, junk, with importance or assign a category.
   • Route: forward, forward as attachment, or redirect.

   For instance, select "Forward to" as an action, and then specify the email address of the recipient.

9. Add exceptions (optional). Outlook email rules can also include exceptions to conditions. Click Add an exception to specify an exception. For example, you may choose not to forward emails containing the word "confidential" in the subject or body.
10. If you don't want to execute any more rules for a message after a certain rule is applied, select the Stop processing more rules checkbox. Find more about how this feature works: Stop processing more rules in Outlook.
11. If you want to apply the rule to all existing emails meeting the condition, select the Run this rule checkbox. It's important to note that this option is limited to specific Outlook email rule types, such as move to folder, flag, or categorize, and is unavailable for forwarding rules.
12. Finally, press Save to save the newly created rule or Discard to cancel any changes.

Done! You've successfully created a rule in the new Outlook, allowing you to manage your email flow according to your specified criteria.

How to make a rule for specific emails in new Outlook and web

The new Outlook also has a convenient feature to swiftly create a rule directly from an existing email, which is particularly useful for managing all messages from a specific sender. Here's how to do it:

1. In your Inbox or any other folder, right-click the email for which you want to set up a rule.
2. From the context menu, select Rules > Create rule.
3. Choose the folder where you want all messages from that sender to be moved and click OK. If you wish to do something else, click More options.
4. If you've chosen to create a rule that moves emails to the designated folder, a confirmation message will appear. To immediately apply the rule to all existing messages in the target folder, put a tick in the Run this rule now checkbox. Then, click OK to close the popup dialog, or click View rules to see the full description of the email rule that Outlook has just created for you.
5. If you've opted for more options, you'll be directed to the rules menu where the first two settings - rule name and condition – are preconfigured (you are free to modify these as needed). Your task is to specify the action you wish to apply to messages from that specific sender.
6. Optionally, add exceptions, and then save the rule.

With these simple steps, you can promptly organize your inbox by creating rules directly from messages.

How to manage rules in new Outlook and web

To change, remove, or rearrange existing rules in new Outlook and Outlook 365 online, open the rule menu (Settings > Mail > Rules). From there, you can perform various actions:

Rules are not working in new Outlook and web

Having trouble with rules in the new Outlook and web app? There can be various reasons behind it. Sometimes, rules don't work because they’re set up wrong, conflict with other rules, or they're just turned off. But a couple of big reasons stand out in the new Outlook and web version.