How to Create Rules in Outlook (Sort Your Email Automatically)
Rules are instructions that Outlook follows every time an email arrives: "move anything from this newsletter to a Read Later folder", "flag everything from my manager", "file all receipts". Set them up once and your inbox practically tidies itself.
Every rule has three parts:
• A condition — which emails? (from a person, subject contains a word…)
• An action — what should happen? (move to folder, flag, mark as read…)
• Optional exceptions — except when…
• An action — what should happen? (move to folder, flag, mark as read…)
• Optional exceptions — except when…
The quickest way: from an email
This works in both new and classic Outlook.
1. Find an email of the type you want to sort — for example, a newsletter.
2. Right-click it.
3. Choose Rules > Create rule… (in classic Outlook, Rules > Always Move Messages From… is even quicker).
4. Choose the folder to move it to, or create a new one.
5. Click OK.
2. Right-click it.
3. Choose Rules > Create rule… (in classic Outlook, Rules > Always Move Messages From… is even quicker).
4. Choose the folder to move it to, or create a new one.
5. Click OK.
New Outlook and Outlook on the web
For more control:
1. Click Settings (the cog icon).
2. Go to Mail > Rules.
3. Click + Add new rule.
4. Give it a name, like "Newsletters".
5. Add a condition, e.g. From and type the address, or Subject includes and type a word.
6. Add an action, e.g. Move to and choose a folder.
7. Optionally, tick Stop processing more rules and Run rule now.
8. Click Save.
2. Go to Mail > Rules.
3. Click + Add new rule.
4. Give it a name, like "Newsletters".
5. Add a condition, e.g. From and type the address, or Subject includes and type a word.
6. Add an action, e.g. Move to and choose a folder.
7. Optionally, tick Stop processing more rules and Run rule now.
8. Click Save.
Classic Outlook for Windows
1. Go to Home > Rules > Manage Rules & Alerts.
2. Click New Rule…
3. Choose a template, such as Move messages from someone to a folder, or Apply rule on messages I receive to start from scratch. Click Next.
4. Tick your conditions and click the underlined blue words in the bottom box to fill in the details (the person, words or folder).
5. Click Next, choose your actions, then Next again for any exceptions.
6. Name the rule, tick Run this rule now on messages already in "Inbox" if you want, and click Finish.
2. Click New Rule…
3. Choose a template, such as Move messages from someone to a folder, or Apply rule on messages I receive to start from scratch. Click Next.
4. Tick your conditions and click the underlined blue words in the bottom box to fill in the details (the person, words or folder).
5. Click Next, choose your actions, then Next again for any exceptions.
6. Name the rule, tick Run this rule now on messages already in "Inbox" if you want, and click Finish.
Useful rule ideas
• Newsletters and marketing → move to a "Read Later" folder.
• Receipts and order confirmations (subject contains "order" or "receipt") → move to "Receipts".
• Emails from your manager → flag them or play a sound.
• Emails where you're only CC'd → move to a "CC" folder to read later.
• Automated system alerts → mark as read and move.
• Receipts and order confirmations (subject contains "order" or "receipt") → move to "Receipts".
• Emails from your manager → flag them or play a sound.
• Emails where you're only CC'd → move to a "CC" folder to read later.
• Automated system alerts → mark as read and move.
Sort email you already have
Rules normally only apply to new mail. To tidy up your existing inbox, tick Run rule now (new Outlook) or Run this rule now on messages already in "Inbox" (classic) when you create it.
In classic Outlook you can run any rule later from Manage Rules & Alerts > Run Rules Now…
Rule order matters
Rules run from the top of the list down. If a rule has Stop processing more rules turned on, nothing below it runs for that email. Use the arrows (classic) or drag rules (new Outlook) to change the order.
Troubleshooting
A rule isn't working. Check the condition exactly — a slightly different sender address (e.g. news@ vs newsletter@) won't match. Check the rule order and Stop processing more rules.
Rules only work when Outlook is open. Some classic Outlook rules (marked "client-only") need Outlook running — for example, rules that play a sound, or rules on Gmail and other IMAP accounts. Rules on Microsoft 365 and Outlook.com accounts usually run on the server, even when your computer is off.
Emails are going missing. A rule may be moving them. Check your rules list, and search All folders for the missing email.
Wrapping up
Start with one or two rules — right-click a newsletter and choose Rules > Create rule. Once you see your inbox staying cleaner, add more.
