How to Create Rules in Outlook (New, Classic and Web)

If you find yourself dragging the same emails into the same folder every morning, you're doing a job Outlook can do for you. A rule is a small instruction that says: when a message looks like this, do that. It might file order confirmations from one supplier, flag anything from your best client, or move newsletters out of the way.

Rules are one of the best time-savers in Outlook and one of the most confusing, because new Outlook, classic Outlook and Outlook on the web all build them slightly differently. I'll go through each, based on Microsoft's help page, and flag the limits that catch people out.

The quickest Outlook rule: file mail from one sender

Start with the simplest version, because it covers most of what small businesses need. In new Outlook for Windows:

1. Right-click a message from the person or company.
2. Hover over Rules and select Create rule.
3. Choose the folder that future mail from that sender should go to.
4. Select OK.

That's it. From now on, mail from that sender lands in that folder. You'll need the folder to exist first, so if it doesn't yet, make it before you start.

Building a more detailed rule in new Outlook

For anything beyond filing by sender, choose More options after right-clicking. Microsoft describes this sequence:

1. Give the rule a name you'll recognise later.
2. Select Add a condition and choose what the message must match.
3. Select Add an action and choose what Outlook should do.
4. Optionally select Add an exception for messages that should be left alone.
5. Optionally tick Stop processing more rules.
6. Select Save, or Discard to cancel.

Think of the condition as the 'if' and the action as the 'then'. The exception is your safety net, such as 'file all newsletters, except from the one I always read'.

Creating an inbox rule in classic Outlook for Windows

1. Right-click a message and select Rules, then Create Rule.
2. Choose a condition, such as Subject contains.
3. Choose an action, such as Move the item to folder.
4. Tick Run this new rule now on messages already in the current folder if you want it to sort what's there already.
5. Select OK.

Microsoft also points to File, then Manage Rules & Alerts, then New Rule, which lets you start from a template. That's the better route if you want something more elaborate than a simple move.

Setting up Outlook rules on the web

Go to Settings, then Mail, then Rules, and select Add new rule. Type a name in the Name your rule box, then pick a condition and an action from the drop-down lists. Use Add a condition, Add an action or Add exception for more. Microsoft says Stop processing more rules is on by default, so turn it off if you want several rules to apply to one message.

Running an Outlook rule on mail you already have

A new rule normally acts on messages that arrive after you save it. Microsoft explains how to catch up on the backlog:

Version	How to run a rule on existing mail
New Outlook	Settings, Mail, Rules, then select the run icon next to the rule
Classic Outlook	File, Manage Rules & Alerts, Run Rules Now, then pick the rules and folder
Outlook.com	Not possible: the rule applies only to mail received after it's created

Outlook rules that stop working or don't run

Rules that go quiet are almost always down to one of these. Microsoft's page lists them:

• New Outlook doesn't support rules for managing third-party accounts, so a rule for a Gmail address won't be there.
• Some classic Outlook rules are client-side and won't run in new Outlook, so you'll need to create them again.
• Rules with custom actions run only on the computer where the add-in is installed, and only while Outlook is running.
• Some classic rules only run when Outlook is on.

If you run your business from a laptop that sleeps most of the day, that last point is worth remembering. A rule that needs Outlook open won't help while the lid is shut.

Useful Outlook rules for a small business

Here are the rules I'd set up first, because they take the most clutter off your plate for the least effort:

• File messages from each regular client into that client's folder.
• Move newsletters you like but don't need today into a Read later folder.
• Move receipts and confirmations into an Accounts folder for your bookkeeping.
• Add a rule that flags any message from your most important contact.

My story of the email system that rescued my inbox explains how folders and rules fit together. And if you're curious about letting software do the sorting for you, my piece on AI email triage for small businesses covers where that helps and where it doesn't.

Frequently asked questions

How do I create a rule in Outlook?

In new Outlook, right-click a message, hover over Rules and select Create rule, then choose a folder. In classic Outlook, right-click a message and select Rules, then Create Rule. On the web, go to Settings, Mail, Rules and Add new rule.

Can an Outlook rule sort my existing emails?

Yes in new and classic Outlook. In new Outlook, use the run icon next to the rule. In classic Outlook, use Run Rules Now. Microsoft says Outlook.com can't process existing messages.

Why is my Outlook rule not working?

Microsoft says some classic rules are client-side and won't run in new Outlook, and some only run while Outlook is on. New Outlook also doesn't support rules for third-party accounts.

What is Stop processing more rules?

It's an option that tells Outlook not to apply any later rules to the same message. Microsoft says it's on by default on the web.

What can an Outlook rule do?

Microsoft's page shows conditions like Subject contains and actions like Move the item to folder. You can also add exceptions to leave certain messages alone.