How to Create an Email Rule in Outlook Web

This guide explains how to create an email rule in Outlook on the web to automatically manage incoming emails based on specific conditions.

Why use email rules

Email rules help automate common tasks such as organizing messages, forwarding emails to colleagues, or filtering out irrelevant content. They are useful when:

• You receive frequent alerts or notifications from systems or services.
• You want to keep your inbox organized by moving emails to folders.
• You want to automatically forward messages from a specific sender.
• You want to ignore or deprioritize certain types of emails.

Examples of use

Step-by-step instructions

1. Open Outlook Web

Go to https://outlook.office.com and sign in with your Microsoft 365 account.

2. Open the Rules panel

Right-click on any message in your inbox that represents the type of email you want to manage.

Select "Rules" and then choose "Manage rules".

3. Create a new rule

Click "+ Create rule" in the Rules panel.

4. Set the condition

Under "Add a condition": - Choose "From". - Enter the email address or name of the sender (e.g., alerts@domain.com).

You can add additional conditions such as: - Subject contains specific words. - The message has attachments. - The message is marked with high importance.

5. Set the action

Under "Add an action": - Choose what Outlook should do with the message.

Common actions include: - Move to a specific folder - Forward to another email address - Categorize - Delete - Mark as read

6. (Optional) Add exceptions

Use "Add an exception" if you want to exclude certain cases, for example: - Except if the subject contains "URGENT".

7. Save the rule

Click "Save" to activate the rule.

Result

From now on, Outlook will automatically apply the rule to any incoming emails that match the defined conditions.