Microsoft 365 (Outlook on the web | Outlook for Windows/MacOS) - Using Inbox Rules

Using Inbox Rules in Outlook

Inbox Rules let you control the flow of your email by automatically performing actions on incoming messages. For example, you could create a rule that moves all messages sent to a group you belong to into a specific folder, helping you stay organized.

Important Notes

• Best practice: For the most reliable results, create and manage rules in Outlook on the web. Rules created here apply to your mailbox regardless of which client (desktop, web, or mobile) you use later.
• Rule order matters: Inbox Rules are processed from top to bottom. If multiple rules apply to the same message, the first applicable rule takes effect. You can reorder rules by moving them up or down in the Rules window.
• Rule limits: While there is no set number of rules you can create, there is a storage limit for all rules combined. If you receive an error about insufficient space, delete or simplify existing rules before creating new ones.
• Shared or linked accounts: If you have access to a shared mailbox or service account, rules cannot be managed from within your Outlook profile. Instead, log into the secondary account via Outlook on the web to configure its rules.
• Forward vs. Redirect:
  • Forward: Forwarded messages show as if they were forwarded by you. Replies will go back to you (the forwarder).
  • Redirect: Redirected messages keep the original sender’s information. Replies will go directly to the original sender.

How to Manage Rules

You can manage your rules in different Outlook clients. Use the following resources for step-by-step instructions:

• Outlook on the web – Create and edit rules
• Outlook for Windows and MacOS – Manage email messages by using rules