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To automatically handle new email in Outlook, create an inbox rule: in Outlook on the web, go to Settings > Mail > Rules > Add new rule, choose a condition and action, then save. An inbox rule is different from the message-list Filter control, which only helps you find or sort messages in the current view.
Choose the Outlook version and rule type
Outlook menus and supported rule behaviors vary by version. Microsoft provides separate instructions for new Outlook, classic Outlook, Outlook on the web, and Outlook.com; use the tab that matches the app or website you are using in its rules guidance.
New Outlook, Outlook on the web, and Outlook.com support server-side rules. Classic Outlook supports server-side rules and additional client-side rules, which can depend on classic Outlook running on your computer. New Outlook currently does not support rules for managing third-party accounts such as Gmail, Yahoo, and iCloud, according to Microsoft’s rules guidance.
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Create a custom rule in Outlook on the web
A rule combines conditions that identify messages with actions Outlook should take. You can add exceptions to keep specific messages out of the rule.
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- Select Settings.
- Select Mail, then Rules.
- Select Add new rule.
- Enter a name that makes the rule easy to recognize, such as “Move invoices to Finance.”
- Choose a condition, such as the sender or another available message detail, and choose the action, such as moving the message to a folder. Add conditions or actions if needed.
- Add exceptions for messages that should not be handled by the rule.
- Review Stop processing more rules. Microsoft says this option is on by default in the described workflow. When enabled, Outlook does not apply later rules after a message matches this one; when disabled, other matching rules may also run.
- Select Save.
The exact condition and action options depend on the Outlook version and account. Microsoft’s version-specific instructions show the relevant controls.
Make a quick rule from a message
For a simple sender-based rule, right-click one of that sender’s messages and select Create rule, then choose the destination folder. Microsoft’s quick-rule guidance also describes an option to apply the rule to messages already in the inbox. Check the screen shown in your version: the option’s wording or availability can vary.
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If you need a destination folder first, create one from Outlook’s folder controls; Microsoft explains the steps in its folder and subfolder guide.
Know when rules run—and why a rule may not work
Server-side rules are handled by Outlook’s mail service. Client-side rules are handled by classic Outlook and may require it to be running. If a rule stops working when Outlook is closed, check whether it depends on a client-side condition or action. Microsoft’s rule troubleshooting guidance explains this distinction.
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A rule migrated from classic Outlook may not be viewable or editable in new Outlook or on the web if its conditions or actions are unsupported there. Microsoft advises recreating a supported rule where possible; see Edit or fix a broken rule in Outlook.
Use the right feature on mobile
Microsoft’s Outlook platform comparison lists rule creation for Outlook for PC and Outlook on the web, but not in the listed iOS and Android apps. Copilot rule management is a separate capability documented for supported experiences, including mobile; it does not mean the regular Rules settings page is available in the mobile apps.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Optional: create a rule with Copilot
Where supported, Copilot can create, view, update, or delete standard inbox rules. Microsoft says Copilot-created rules apply to future incoming messages; they do not retroactively process existing mail. Consult Microsoft’s Copilot rules guide for supported experiences and controls.
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