How to create and manage rules in Outlook 365 webmail


Managing emails is a tough job. From responding to emails on time and adding reminders to essential emails, there is a lot vying for our attention. In addition, a horde of spam littering the inbox adds to the headache. Ultimately, an unorganized mailbox makes it difficult to find important emails.


Create and manage rules in Office 365 webmail

Yes, managing email is a tough business, but luckily it can be made easier with rules. Outlook 365 Webmail supports various rules that allow you to forward emails to a particular folder. You can immediately delete emails from a specific sender. Sounds cool, doesn’t it?

Before we begin, let’s take a quick look at how email rules work.

How the rules work

Rules are the way to get a clean and organized inbox. A typical rule consists of a trigger, an action, and an exception. Once the rule is triggered, it triggers an action such as deleting the email, adding it to a folder, or forwarding it to another account.

When it comes to rules, Outlook 365 has a lot of options, both actions and conditions. You can either match the subject, select a particular address, or manually select the name of a sender.


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And the best part is you can add as many conditions as you want. All you have to do is select the right conditions.

The same goes for stocks – the choices are many. So all you have to do is create the rule, select the condition to process more rules, and then play bingo!


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Now that we’ve established how rules work, let’s see how to create them.

How to create rules in Outlook 365

Step 1: Open Outlook and click the Settings icon in the upper right corner. Then click on Show all Outlook settings at the bottom.


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2nd step: Select Email in the left panel, then choose Rules. Now tap on Add New Rules option and give your new rule a name.


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If you select the People conditions, you will have to enter the correct addresses. Regarding the topics, you will need to add the exact keywords.

Step 3: Once you’ve focused on the condition, it’s time to add the action. The action is what you would like to do with emails that meet the above conditions.


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At present, Outlook 365 webmail allows you to forward, delete, pin emails, among others.

Step 4: Do you want the email rule not sometimes trigger? If so, click Add exception and enter the required condition.


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Then click on Save. There you have created an email rule.

To note: Unlike other email clients like Gmail, a new email rule applies to messages received after the rule is created. It will not work on old messages.

Also on Guiding Tech

When to use the Stop processing further rule?

You should have noticed the Stop processing other rules check box when creating rules. This option applies if you have multiple rules in your inbox that could apply to a single message.

For example, suppose you have rule A which moves all Guiding Tech newsletters to a folder named GT NL, and another rule B which forwards all emails with the keyword “Android” to your email account. secondary.


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In this scenario, you would not want rule B to run after the successful execution of rule A. This is when the Stop processing more rules option appears. Once it meets a specific condition, it stops executing other rules.


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For this you need to make sure that the rule priority is set accordingly, which we will see in the next point.

Editing and Managing Rules in Outlook 365

On Outlook 365, the rules run in the order in the table. Fortunately, the order is not permanent and you can change the priority.

To do this, click on the Up and Down arrows. To edit a rule, click the Edit icon and make your changes. Don’t forget to save them!

Bonus tips: manage emails intelligently

1. Scan emails

Swiping is another way to have a cleaner inbox. Just like the rules, this one allows you to automatically delete all emails from a particular sender.


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It doesn’t just delete emails. You can choose to delete emails or keep the last email in the chain.

Scanning an email is super easy. Just open the mail that’s bothering you and tap the scan icon at the top.


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Then select the options from the drop-down list. The second is the best because it creates a rule automatically. When done, tap Save.

To note: Scan option on Sent Items, Drafts, Junk Mail and Deleted Items folders.

2. Block senders and domains

Apart from the above, you can completely block certain senders and domains. Just go to the Junk Email section, click Add, and enter the email addresses or domain name.


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At the same time, you can also add secure senders and domains. This option ensures that important emails (or emails from important people) do not end up in the trash.

Just tap Add and add the domain name or email addresses.

Hello, Smarter Inbox!

Well, this is how you can create and manage rules, and keep your inbox clean of trivial clutter. After all, we can’t afford to miss out on important emails, can we?

If you have any interesting rules that you want to share, mention them in the comments section below.

Next : Want to get rid of unwanted newsletters from your mailbox? The following post will show you how to do just that.

Last updated May 10, 2019


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