Create rules in Outlook

In Outlook you can create rules to have a perfect overview of your emails. We show you how it works.

Manage messages with rules in Outlook

With rules you can, for example, play a different sound for mails from a specific sender or automatically move messages into folders. The following instructions work from Outlook 2010, in older versions, menus can be labeled differently.

1. On the "Start" tab, click "Rules" in the "Move" area. Then go to "Manage rules and notifications".
2. Now select the "New rule" item.
3. Now you can choose what the rule should refer to. For example, you can choose from the templates that all messages should be moved from a specific sender or with a specific subject. Select the relevant entry here.
4. If none of the templates apply to your problem, select below in the "Create rule without template" area whether you want to apply the rule to mail to be sent or received. Confirm with "Next".
5. Then check the conditions in the upper part of the window. In the lower half of the window you now have to click on the blue underlined values, as you have to make further settings here, such as the sender's email or the folder to which the mail is to be moved. Now confirm with "Next".
6. Then choose what to do with the news. Usually, the right point is already selected after your selection. Click on Continue".
7. Now you can define exceptions for the rule. This works in the same way as the conditions. If the rule should apply in general, leave the selection unchanged and click on "Next".
8. Finally, you have to give the rule a name.
9. If you want, you can apply the rule retrospectively to all items currently in the inbox. To do this, check the box "Apply this rule now to messages that are already in the Inbox folder". Now complete the rule wizard by clicking on "Finish".
10. Now you have to click "Apply" in the "Rules and Notifications" window in order for the changes to take effect.

The instructions refer to Outlook 2010, this process can vary for other versions.