Outlook: how to create rules to sort your email

Rules tell Outlook what to do with certain emails automatically. They can move newsletters to a folder, flag messages from your boss, or play a sound for something important. A few good rules can keep your inbox calm.

Outlook comes in a few versions, such as the classic desktop version and the newer one, and menu names differ slightly. If something does not match, look for the Rules option under Home or in Settings.

Quick way in classic Outlook

1. Right-click an email from the sender you want to deal with.
2. Choose Rules, then Create Rule.
3. Tick From (with the sender's name) and choose Move the item to folder.
4. Pick a folder or create a new one, then click OK.

If you wish, tick Run this rule now on messages already in the current folder.

Make a rule from scratch

1. On the Home tab, click Rules, then Manage Rules & Alerts.
2. Click New Rule.
3. Choose a template such as Move messages from someone to a folder, then follow the steps. Click the blue underlined words to fill them in.
4. Name the rule and click Finish.

In the newer Outlook or Outlook on the web

Click the Settings cog, then Mail, then Rules, and choose Add new rule. Pick a condition and an action, then save.

Ideas for good rules

• Move newsletters or notifications to a folder.
• Flag emails from certain people.

Be careful

• Never create a rule that deletes mail permanently unless you are certain.
• If you did not make a rule that forwards or deletes your mail, it could be a sign of a hacked account. Change your password and contact us at once.

Common problems

• A rule does not run: it may be switched off or too specific. Check the box next to it in Manage Rules & Alerts.
• Mail goes missing: look in the folder the rule moves things to, and in Junk.

When to get more help

If email is disappearing into the wrong folder or you suspect someone else has set up a rule, contact us.