How to Manage Rules in Microsoft Outlook on the Web

About

In this article we will review how to manage rules in Microsoft Outlook on the Web. Rules act like filters to take automated action on emails based on who sent it, subject heading, etc. Based on those actions you can have automated actions like move to a folder, delete, forward, etc.

Environment

Microsoft Outlook on the Web.

Steps

  • Navigate to Microsoft Outlook on the Web as you normally would.
  • At the right side of the ribbon, click the three dots.
  • Mouse over Rules.
  • Click Manage rules

  • A new window will pop up. If you have existing rules they will show in the bottom right pane.
  • To add a new rule, click +Add new rule.
  • To see a description of all rules click Show all descriptions. To see the description of an individual rule, click the down arrow at the right side of the rule.
  • You can prioritize rules by dragging and dropping using the 6 dots to the left side of the rule or by pressing the arrow buttons to the right of the rule.
  • To turn a rule off, simply toggle the switch to the right of the rule which is to the left of the up arrow.
  • You can also click the three dot menu to the right of the rule for options:
    • Run rule now
    • Edit rule
    • Delete rule
    • Move rule up
    • Move rule down
    • Move to top
    • Move to bottom

  • The add and edit rule windows are the same except that the edit window will have your previous settings in them.

Adding a Rule

We will now review how to add a rule. Remember that editing a rule will be similar.

  • We already explained that you can start a rule from the Manage rules window as described above. You can also get to the new rule window, by right clicking a message in your inbox, mousing over Rules and clicking Create rule.

  • As a popular option is to auto send an email to a folder, you are presented with this quick option. Simply search for and click your desired folder or make a new one and click OK. If you wish to create a different rule, click More options.

  • In order to review all options, here is what the More options window looks like.

  • When you create a rule from a message, Outlook will pre fill some of the form based on what it thinks you are trying to do to save you time.
  • The top field is where you will name your rule. It is recommended that you name it something that will make sense to you for future reference. That being said, as described above, you can always click to view the rule description.
  • Next you can add a condition or multiple. Options:
    • From
    • To
    • Emails received for others
    • I'm on the To line
    • I'm on the Cc line
    • I'm on the To or Cc line I'm not on the To line
    • I'm the only recipient
    • Subject includes
    • Subject or body includes
    • Message body includes
    • Sender address includes
    • Recipient address includes
    • Message header includes
    • Marked with Importance
    • Marked with Sensitivity
    • Message includes Flag
    • Message includes Type
    • Message Has attachment
    • Message size
    • Date received
    • Apply to all messages
  • Now you will need to add an action to take when the above criteria are met.
    • Move to
    • Copy to
    • Delete
    • Pin to top
    • Mark as read
    • Mark as Junk
    • Mark with importance
    • Categorize
    • Forward to
    • Forward as attachment
    • Redirect to
  • You can add multiple actions on a rule.
  • You have the option to stop processing rules once this one is satisfied or continuing to go down the list. As described above, you can sort the priority of rules.
  • You have the option to run the rule now. If you wish to do so, simply click that check mark.
  • Once done, just click Save and your rule will be set.

For more help, please contact ITS at its@manhattan.edu or 718-862-7973.

 

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