How to Create a Rule in Outlook

So, you want to know how to create email rules in Outlook? Well, you're in the right place! Throughout this article, you will learn how to create rules to filter your emails in Outlook and how a Clean Email app can simplify this process.

What Are the Outlook Rules?

Using Outlook rules means you can create a clean and organised inbox without having to do any manual work. Rules are automatic filters that are created once and will run automatically for as long as you wish.

The benefit of having a tidy mailbox means you have more time to focus on important tasks, and you will reduce your email stress!

You can create rules using Outlook or use Clean Email's handy Auto Clean feature. When using Clean Email, you can also access its other features to further optimise your mailbox. Check our short video about how to create email rules in Outlook and continue to read further.

How to Create a Rule in Outlook Desktop App

To Create a Rule in Outlook on Desktop via Existing Message:

  1. Right-click on an existing message and click Rules → Create Rules.
  2. Create a Rule in Outlook Desktop AppCreate a Rule in Outlook Desktop App
  3. Choose a condition from the list, and the action you want to happen for these messages.
    For example, you can create a rule to send specific messages to a certain folder. Choose Subject includes condition and type in the keywords.
  4. Choose Subject includesChoose Subject includes
  5. Then Select an action “Move to”, choose or create a new folder.
  6. Select an action Move toSelect an action Move to
  7. Click Save. This message will now appear in the new folder and other messages.

How to Create a Rule in Outlook on the Web

You can quickly create a rule for incoming messages using the Outlook web version. One rule you can create is to move messages from a specific sender to their own folder, here is how:

  1. Right-click on a message from a certain sender. Now select Advanced Actions then Create Rule.
  2. Create a Rule in Outlook on the WebCreate a Rule in Outlook on the Web
  3. Choose the folder you want the messages to automatically move to and click OK.
  4. Choose the folder and click OKChoose the folder and click OK
  5. Select OK again and be sure to click Run this rule now in Inbox to apply the rule to existing messages.
  6. Click Run this rule now in InboxClick Run this rule now in Inbox
  7. To perform more actions than just moving messages from senders, click More Options. A rules settings menu will appear.
  8. A rules settings menu will appearA rules settings menu will appear
Click the Stop processing more rulesClick the Stop processing more rules
  1. Finally, click Save, or Discard to cancel the rule.

Common Outlook Rules

Here are some common Outlook Rules you can create to improve your mailbox organisation.

How to Create Outlook Rules Using Clean Email App

You can create rules using the Clean Email App Auto Clean tool.

Here are predefined rules you can choose from to organise your mailbox:

How to create an Outlook rule in Clean Email from scratch

If you don’t want to use a predefined rule, you can always create your own rule from scratch. Here is how:

  1. Click any View from the left-hand sidebar or choose the Inbox or All mail folder. Select an email or emails you want to create a rule for.
  2. Smart Views email bundles in Clean EmailSmart Views email bundles in Clean Email
  3. Now choose an action, for example, “Trash” found in the action bar.
  4. Delete emails in Clean EmailDelete emails in Clean Email
  5. Click the Selected and future similar emails button to create an Auto Clean rule. This ensures future and existing messages are automatically sorted.
  6. Delete emails in Clean Email automaticallyDelete emails in Clean Email automatically
  7. Now click Create advanced Auto Clean rule to change any criteria.
  8. Next, choose Move to Trash and click the Create Rule button.
  9. Finally, your rule has been created, and your mailbox will be automatically organised!

You can view Your Rules by clicking the Auto Clean tab. Here you can create new rules, edit rules, pause, or remove them.

Auto Clean feature in Clean EmailAuto Clean feature in Clean Email


To conclude, Outlook does allow you to create rules to organise your mailbox, however, the process is rather lengthy, and not as straightforward as Clean Email.

If you want to quickly organise your mail, create automated rules, and get on with your day, the Clean Email is the one for you!

Create a Rule in Outlook - FAQs

How to automatically organize my emails?

Automatically organise your emails by creating rules with Clean Email’s Auto Clean feature. As soon as a message hits your inbox, it will be sorted depending on the criteria you have chosen.

How to Edit Outlook Rules on the Web

1. Select Settings at the top of the page, then click View All Outlook Settings.
2. Select Mail, then Rules.
3. Click the pencil icon next to the rule you want to edit, and make the changes.
4. Finally, click Save.

How to Run Outlook Rules on Web on Existing Messages

Inbox rules run by default after you have created the rule, to run on an existing message, follow these steps.
1. Select Settings at the top of the page, then click View All Outlook Settings.
2. Select Mail, then Rules.
3. Click the arrow next to a rule you want to run.

What is the limit for how many rules you can have in Outlook?

Yes, each rule takes up space within Outlook. You are given 256KB of space for rules. If you reach this limit, you won’t be able to create anymore.

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