Outlook has no single switch for every automatic email action. Use Rules to handle messages that meet conditions, Focused Inbox to sort mail into Focused and Other, and Automatic replies to send an absence message. The steps differ between new Outlook, classic Outlook, Outlook on the web, and Outlook.com, so first identify which version and account you use.
Choose the Outlook setting for the action you want
| What you want Outlook to do | Setting to use |
|---|---|
| Move, delete, forward, or otherwise handle messages that meet conditions | Rules |
| Sort incoming mail between Focused and Other | Focused Inbox |
| Send an absence message while you are away | Automatic replies |
| Send all incoming messages to another address | A forwarding or redirect rule; choose based on how the recipient should see the sender and where replies should go |
These features are separate. Changing Focused Inbox does not create a rule, and an automatic reply is not a forwarding setting.
Create or manage a rule in Outlook
A rule applies an action when a message matches conditions you choose. It can also include exceptions. Available actions and routes vary by Outlook version and account.
New Outlook for Windows
- Open Settings.
- Select Mail, then Rules.
- Select Add new rule, give the rule a name, and choose its conditions and actions. Add exceptions if needed.
- Review the rule, then save it. Rules are processed in the order shown; rearrange them if one rule should take precedence over another. The rule flow also offers Stop processing more rules where appropriate.
In supported new Outlook flows, you can run a rule on existing messages as well as have it apply to new mail. Check that option carefully: an action such as moving or deleting mail may affect messages already in your inbox. Microsoft’s rule instructions include separate steps for new Outlook, classic Outlook, Outlook on the web, and Outlook.com: Manage email messages by using rules in Outlook.
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Classic Outlook, Outlook on the web, and Outlook.com
Do not assume the new Outlook menu path applies to these versions. Open Microsoft’s rules guide and select the tab for your Outlook version to follow its corresponding instructions. Classic Outlook may also have client-side rules that are not processed by new Outlook; if a migrated rule fails there, Microsoft advises creating a replacement rule in new Outlook.
Review, pause, or remove a rule
- Before saving, check the condition, action, exceptions, order, and whether the rule should affect only future mail or existing messages too.
- For a broad action such as forwarding or deleting all messages, start with a narrow condition and confirm it behaves as intended before expanding its scope.
- To stop a rule temporarily, turn it off using its toggle when available. Delete it when you no longer need it.
New Outlook does not currently support rules for third-party accounts such as Gmail, Yahoo, and iCloud, according to Microsoft’s rules guidance. If you do not see the expected controls, check the account type and Outlook version before troubleshooting the rule itself.
Forward or redirect messages with a rule
Forwarding and redirecting both send messages elsewhere, but they do not present the message or handle replies the same way.
| Action | How the message appears | Where a reply goes |
|---|---|---|
| Forward | It looks as if it came from you | To your forwarding address |
| Redirect | It retains the original sender presentation | To the original sender |
To route every message, create a rule whose condition covers all incoming mail and choose the appropriate forwarding or redirect action. Review the recipient and test a narrower condition first if you are unsure about the result. Microsoft’s instructions are at Use rules to automatically forward messages.
Turn Focused Inbox on or off
Focused Inbox classifies mail into Focused and Other; it is a sorting view, not a rule that moves or forwards mail. In new Outlook, go to Settings > Mail > Layout and change the Focused Inbox setting. Microsoft’s Focused Inbox instructions provide version-specific steps for other Outlook apps.
You can teach Outlook where future messages from a sender should appear by moving a message to the other tab and choosing the option to move future messages from that sender there. In Outlook for Windows, Focused Inbox availability is limited to Microsoft 365, Exchange, and Outlook.com accounts.
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Set up automatic replies for time away
Automatic replies send a message on your behalf while you are unavailable. You can schedule them for a date range. In new Outlook, open View > View settings > Accounts > Automatic Replies. Microsoft provides separate instructions for Outlook on the web, Outlook.com, and other versions in How to set up out of office automatic replies in Outlook.
Work or school accounts can send replies to people outside your organization. Microsoft warns that this may include newsletters, advertisements, and potentially junk email; consider limiting external replies to contacts if you do not want a broad set of senders to receive your message.
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Other automatic behaviors are in separate settings
Undo send and Email Auto-advance are not inbox rules. In new Outlook, Undo send is under Settings > Mail > Compose and Reply; the setting offers an undo window of up to 10 seconds. Email Auto-advance controls what Outlook shows next after you delete or archive a message. See Microsoft’s new Outlook tips and Email Auto-Advance Setting for details.
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