How to Create an Outlook Rule

You can create rules in Outlook to automatically sort, read, or delete emails you receive. Refer to the following steps to create, edit, or delete Outlook Rules in Outlook.

You can create rules in Outlook to automatically sort, read, or delete emails you receive. Refer to the following steps to create, edit, or delete Outlook Rules in Outlook.

Microsoft Outlook

To create a rule using a pre-existing email as a basis:

1. Right-click an existing message and select Rules > Create Rule...
2. Select a condition, and what to do with the message based on the conditions
   • E.g. To move messages with a certain title to a specific folder:
     • Select the Subject contains condition > Move the item to folder > Select or create a New folder > Select OK.
3. When you are done creating the rule, select OK.

To use the rule right away, select the Run this new rule now on messages already in the current folder checkbox, then select OK.

 

To create a rule from an Outlook template:

1. Select File > Manage Rules & Alerts > New Rule.
2. Select a template.
   • E.g. To Flag a message:
     1. Select Flag messages from someone for follow-up.
     2. Select which conditions you want the rule to apply to in the checklist.
     3. In the lower box, select an underlined value, then select what options you would like the condition to apply to.
     4. Select OK.
3. Select Next.
4. Select any exceptions to the rule (if needed).
5. Select Next.
6. Name the rule, select any of the options you would like to apply to the rule, then select Finish.
   • If you would like to make any edits to the rule, you can select the underlined values to change them before finalizing the rule.
7. Certain rules will only run when Outlook is on. If you get this warning, select OK.
8. Select OK.

 

To create, delete, or manage an existing rule in Outlook on Web:

1. Log in to your Outlook account.
2. Select the Home tab in the menu bar located by the upper left-hand side of the Outlook site.
3. Select the Rules tab within the Ribbon below the menu bar.
4. Select Manage rules.
5. From here, you have the following options:
   • Create: Select the Add new rule option to create a new rule.
   • Disable: De-select the toggle box to the left of the rule. (You can select this toggle box to enable a rule that you previously disabled.)
   • Run manually: Select the Play Icon to run the rule manually.
   • Change Priority: Select the Up or Down Arrow Icons to change the priority of a rule. Higher priority rules will run before lower priority rules.
   • Edit: Select the Pencil Icon to open the rule editing menu.
   • Delete: Select the Trash Can Icon to delete the rule.

For additional questions, you can reach out to the JMU IT Help Desk at helpdesk@jmu.edu or 540-568-3555.