How to Set Up Rules in Outlook

Build a rule that automatically sorts, flags, or moves incoming email so your inbox stays organized.

1. Open Rules settings

   In classic Outlook, click File, then Manage Rules & Alerts, then New Rule. In new Outlook or the web, click the gear icon, Mail, then Rules, then Add new rule.

2. Pick a starting template or blank rule

   Choose a template such as Move messages from someone to a folder, or start from a blank rule to set your own conditions. Click Next.

3. Set the condition

   Define what triggers the rule — for example, From a specific sender, with certain words in the subject, or sent only to you. Click the underlined value to enter the exact email address or keyword.

4. Choose the action

   Tell Outlook what to do: move it to a folder, mark as read, flag, forward, or categorize. Select or create the destination folder, then add exceptions if needed.

5. Name, finish, and test

   Give the rule a clear name, check Turn on this rule, and click Finish or Save. Send yourself a matching message to confirm it sorts correctly.