Create an Outlook rule with a condition that identifies the messages and an action that moves them to your chosen folder. The steps vary between New Outlook, classic Outlook, Outlook on the web, and Outlook.com, so use the instructions for your version and account.
Rules can act on incoming mail. A rule needs a condition and an action; you can add conditions, actions, and exceptions to refine it.
Which Outlook version are you using?
| Outlook version | How to create a rule | Important limitation |
|---|---|---|
| New Outlook for Windows | Right-click a message, point to Rules, and select Create rule. | Rules for connected third-party accounts such as Gmail, Yahoo, and iCloud are not currently supported. |
| Classic Outlook for Windows | Use the Rules interface to create an inbox rule. | Supports server-side and client-side rules. |
| Outlook on the web | Select a message and choose Create rule from the command bar. | Rules are server-side. |
| Outlook.com | Select a message, choose Advanced actions, then Create rule. | Rules are server-side. |
First, create the destination folder
If the destination folder does not exist, create it before setting up the rule. Folder creation steps differ between New Outlook, classic Outlook, Outlook on the web, and Outlook.com.
Automatically move messages from a sender
A message-based rule is a quick way to file messages from a sender. Select a message that resembles the mail you want to file, create a rule, and choose the destination folder.
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New Outlook for Windows
- Right-click a message from the sender.
- Point to Rules and select Create rule.
- Choose the destination folder.
- Confirm the rule.
For more complex rules, open More options to configure the rule name, conditions, actions, and exceptions.
Outlook on the web
- Select a message that resembles the mail you want to file.
- Choose Create rule from the command bar.
- Choose the destination folder for messages from that sender.
- Select More options to add conditions or actions if needed.
- Save the rule.
Stop processing more rules is selected by default in the documented flow. When selected, later rules are ignored after this rule applies.
Outlook.com
- Select a message that resembles the mail you want to file.
- Choose Advanced actions, then Create rule.
- Choose the destination folder.
- Open More options to add conditions or actions if needed.
- Save the rule.
Classic Outlook for Windows
Use the Rules interface to create an inbox rule. Choose a condition that identifies the messages and the action to move them to the destination folder. Classic Outlook supports server-side and client-side rules.
Create a more specific rule
Use additional conditions when you want to file messages based on more than the sender. A rule can have a name, conditions, actions, and exceptions.
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- Open the rules interface for your version of Outlook.
- Create a new rule and give it a name.
- Choose the conditions that identify the messages.
- Choose the action to move matching messages to the destination folder.
- Add other conditions, actions, or exceptions as needed.
- Save or confirm the rule.
Server-side and client-side rules
Server-side rules run without classic Outlook being open. A client-side rule depends on Outlook-specific conditions or actions and runs only when classic Outlook for Windows is open with the account that created it. New Outlook, Outlook on the web, and Outlook.com support server-side rules only.
Rule order and multiple matching rules
More than one rule can match a message. Outlook processes rules in the order shown in the rules list. Stop processing more rules means later rules are ignored after the current rule applies, so consider rule order when setting up rules that may overlap.
Rules for Gmail, Yahoo, and iCloud accounts
New Outlook does not currently support managing rules for connected third-party accounts such as Gmail, Yahoo, and iCloud. Set up the filter through the relevant email provider instead.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.FAQ
Do Outlook rules move incoming emails automatically?
Yes. Rules can perform actions on email that arrives in your inbox, including moving matching messages to another folder.
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Can I create a rule with more than one condition?
Yes. You can add conditions, actions, and exceptions to refine a rule. The available options and steps vary by Outlook version.
Will a client-side rule work when Outlook is closed?
No. A client-side rule requires classic Outlook for Windows to be open with the account that created it. Server-side rules do not depend on the desktop app being open.
What does Stop processing more rules mean?
When selected, later rules are ignored after the current rule applies. Consider this setting when more than one rule may match a message.
Can New Outlook manage rules for Gmail or Yahoo?
New Outlook does not currently support managing rules for connected Gmail, Yahoo, or iCloud accounts. Create the filter through the email provider instead.
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