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Quick Answer

In Outlook, click Home → Rules → Manage Rules & Alerts. Click New Rule, choose a condition (e.g., from a specific sender), choose an action (e.g., move to folder), name the rule, and click Finish.

How to Create Email Rules in Outlook ​

Applies to: Microsoft 365 (Outlook desktop, New Outlook, Outlook on the Web)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

Email rules automatically sort, flag, or move incoming messages based on conditions you define. This article explains how to create and manage rules so your inbox stays organized without manual effort.

Prerequisites ​

  • A Microsoft 365 mailbox.

Instructions ​

1. Create a Rule from the Ribbon (Classic Outlook) ​

Build a rule from scratch using the Rules wizard.

  1. Open Outlook and go to the Home tab.
  2. Click Rules > Manage Rules & Alerts.
  3. Click New Rule.
  4. Under Start from a blank rule, select Apply rule on messages I receive and click Next.
  5. Choose your condition (e.g., from people or public group, with specific words in the subject) and click the underlined value in the lower pane to define it.
  6. Click Next and choose an action (e.g., move it to the specified folder, flag message).
  7. Click Next to add any exceptions, then Next again.
  8. Name the rule, check Turn on this rule, and click Finish.
  9. Click Apply > OK to save.

2. Create a Rule from an Existing Email (Quick Method) ​

Use a message you already received as the starting point.

  1. Right-click the email in your inbox.
  2. Select Rules > Create Rule.
  3. Check the conditions you want (e.g., From, Subject contains).
  4. Check Move the item to folder and select a destination folder.
  5. Click OK, then OK again on the confirmation dialog.

3. Create a Rule in New Outlook or Outlook on the Web ​

New Outlook uses a streamlined rules interface in Settings.

  1. Click the Settings gear icon in the top-right corner.
  2. Go to Mail > Rules.
  3. Click Add new rule.
  4. Enter a Name for the rule.
  5. Under Add a condition, choose a condition (e.g., From, Subject includes).
  6. Under Add an action, choose what happens (e.g., Move to, Mark as read).
  7. Click Save.

4. Edit or Delete a Rule ​

Manage existing rules from the same location where they were created.

Classic Outlook:

  1. Go to Home > Rules > Manage Rules & Alerts.
  2. Select a rule and click Change Rule to edit, or Delete to remove it.
  3. Click Apply > OK.

New Outlook / Web:

  1. Go to Settings > Mail > Rules.
  2. Click the pencil icon to edit or the trash icon to delete a rule.

Troubleshooting ​

TIP

Rules run in the order they appear in the list. If two rules conflict, the one higher in the list takes priority. Use the Move Up / Move Down arrows to reorder.

Symptom / ErrorPotential CauseSolution
Rule not triggering on new emailsRule set to run on send onlyEdit the rule and verify it applies to messages I receive, not messages I send.
Emails not moving to the correct folderMultiple conflicting rulesOpen Manage Rules & Alerts and check for overlapping conditions. Disable or reorder rules.
Rule works in Outlook but not on phoneClient-only ruleRules using conditions like on this computer only run only in desktop Outlook. Recreate the rule in Outlook on the Web for server-side execution.