How to create rules in Outlook

A rule tells Outlook what to do with an email the moment it arrives: move it to a folder, flag it, forward it or delete it. Here is how to set one up in each version of Outlook, with recipes you can copy.

By David Ray · Updated October 30, 2026 · 7 min read · How we research

First: which Outlook do you have?

Microsoft has several versions of Outlook, and the menus differ. Microsoft's own tip: if you see a File tab at the top left, you're using classic Outlook. If not, you're using new Outlook or Outlook on the web (which includes Outlook.com, Hotmail and work accounts in a browser). New Outlook and Outlook on the web work almost the same way.

Every rule has three parts:

• A condition: what to look for, such as who it's from or a word in the subject.
• An action: what to do, such as move it to a folder.
• Exceptions (optional): when not to do it.

Rules are checked in order, from the top of your list down. If you want to move mail into a new folder, create the folder first.

Create a rule in new Outlook and Outlook on the web

The quick way, from an email:

1. Right-click an email from the sender you want to sort. In Outlook on the web you may need Advanced actions › Create rule; in new Outlook it's Rules › Create rule.
2. Choose the folder those emails should go to.
3. Click OK. From now on, new emails from that sender go straight to the folder.

The full way, with any condition:

1. Click the gear icon (Settings) at the top right.
2. Go to Mail › Rules.
3. Click Add new rule.
4. Give the rule a name you'll recognize, like "Invoices to Accounts folder."
5. Under Add a condition, pick what to look for (for example, From, Subject includes or Sent only to me).
6. Under Add an action, pick what to do (for example, Move to, Mark as read, Flag or Forward to).
7. Optional: click Add an exception.
8. Leave Stop processing more rules ticked if you don't want later rules to touch the same email.
9. Click Save.

To use the rule on mail already in your inbox, go back to Settings › Mail › Rules and click the Run rule now icon next to it. Microsoft notes that on the web, Run rule now currently only works for rules that move mail from a sender to a folder.

In the same list you can turn a rule off with its toggle, edit or delete it from the … menu, and change the order with the up and down arrows.

Create a rule in classic Outlook

The quick way, from an email:

1. Right-click an email and choose Rules › Create Rule.
2. Tick the condition (for example, From [sender] or Subject contains).
3. Tick Move the item to folder and choose a folder, or pick another action.
4. Click OK. Outlook offers to run the new rule on messages already in the current folder; tick that box if you want to.

The full way, with the Rules Wizard:

1. Go to File › Manage Rules & Alerts.
2. If you have more than one account, choose the account at the top.
3. Click New Rule.
4. Pick a template (such as Move messages from someone to a folder) or Apply rule on messages I receive to start blank. Click Next.
5. Tick your conditions. Click the blue underlined words in the bottom box to fill in names, words or folders. Click Next.
6. Tick your actions, then add any exceptions.
7. Name the rule. Tick Run this rule now on messages already in "Inbox" if you want, then click Finish.

To run rules later on an existing folder: File › Manage Rules & Alerts › Run Rules Now, pick the rules and folder, then click Run Now.

Some rules, like playing a sound or moving mail to a folder stored only on your computer, are client-only. Microsoft says these only run while classic Outlook is open, signed in with the account that made them.

Rule recipes you can copy

Two cautions. Forwarding rules can be blocked by your work's IT team, and auto-forwarding outside the company is often turned off on purpose. And a delete rule is hard to notice when it goes wrong, so move mail to a folder for a week first and check what lands there.

Rule not working? Check these

• It only works on new mail. Rules act on emails as they arrive. Use Run rule now (new Outlook and web) or Run Rules Now (classic) for older mail.
• Another rule got there first. Rules run top to bottom, and "Stop processing more rules" on an earlier rule stops later ones. Move your rule up the list.
• It's a client-only rule. If you made it in classic Outlook, it may only run while classic Outlook is open. New Outlook shows a message like "This rule can't be edited or viewed" for these. Recreate the rule in new Outlook or on the web.
• The folder only exists on your computer. Microsoft says a server rule can't move mail into a folder that only exists on your device. Move the rule's target to a folder in your mailbox.
• The rule is turned off. Check the toggle (new Outlook and web) or the tick box in Manage Rules & Alerts (classic).
• The account isn't supported. New Outlook doesn't run rules for Gmail, Yahoo or iCloud accounts. Use the provider's own filters.
• The condition is too narrow. "From" needs the exact address. Check whether the sender uses more than one, for example news@ and info@.
• The feature isn't in your version. A few classic actions, like printing a message or replying with a template, aren't available in new Outlook.

Typing the same replies over and over? Save them as email templates in Outlook.

Questions people ask

How do I create a rule in Outlook?

In new Outlook or Outlook on the web, go to Settings, Mail, Rules, Add new rule, then set a name, a condition and an action and click Save. In classic Outlook, go to File, Manage Rules & Alerts, New Rule.

How do I make Outlook move emails to a folder automatically?

Right-click an email from that sender, choose Rules, Create rule, pick the folder and click OK. New emails from that sender then go straight to the folder.

Can I run a rule on emails already in my inbox?

Yes. In new Outlook and on the web, click Run rule now next to the rule in Settings, Mail, Rules. In classic Outlook, use File, Manage Rules & Alerts, Run Rules Now.

Why does my Outlook rule only work when Outlook is open?

It is a client-only rule, made in classic Outlook. These run only while classic Outlook is open and signed in. Recreate it in new Outlook or Outlook on the web so it runs on the server.

Can I create rules in the Outlook phone app?

The easiest way is to create it in Outlook on the web or on a computer. Rules saved to your mailbox then sort mail before it reaches your phone too.