Set up Outlook rules

Create a rule on a message

1. Right-click an existing message and select Rules > Create Rule.

2. Select a condition, and what to do with the message based on the condition.

   For example, to move messages with a certain title to a specific folder, select the Subject contains condition, select Move the item to folder, select or create a New folder, and then select OK.

3. When you're done creating the rule, select OK.

4. To use the rule right away, select the Run this new rule now on messages already in the current folder checkbox, and then select OK.

   The message now appears in that folder.

Create a rule from a template

1. Select File > Manage Rules & Alerts > New Rule.

2. Select a template.

   For example, to flag a message:

   • Select Flag messages from someone for follow-up.

3. Edit the rule description.

   • Select an underlined value, choose the options you want, and then select OK.

4. Select Next.

5. Select the conditions, add the relevant information, and then select OK.

6. Select Next.

7. Finish the rule setup.

   • Name the rule, setup rule options, and review the rule description. Click an underlined value to edit.

8. Select Finish.

   Certain rules will only run when Outlook is on. If you get this warning, select OK.

9. Select OK.

Troubleshoot Outlook rules

If your Outlook rules aren't working correctly or you're missing emails, try these troubleshooting steps:

1. Check if the rule is enabled:

   • Select File > Manage Rules & Alerts and verify the rule has a checkmark.

2. Verify rule conditions and actions:

   • Double-check that email addresses are spelled correctly with no extra spaces.

   • Try manually adding individual email addresses instead of using group emails if addresses aren't being recognized.

3. Search for missing emails:

   • Rules can automatically move emails to specific folders. Use the search function to locate emails across all folders.

   • Check your Junk Email and other designated folders.

   • Go to Settings > Mail > Layout > Message Organization to verify if emails are hidden in conversation view.

4. Recreate problematic rules:

   • Delete the existing rule and create it again from scratch.

   • Ensure there are no conflicting rules that might override each other.

5. For distribution group issues:

   • If emails from a distribution group aren't routing correctly, try deleting and recreating the distribution list as a normal distribution list.

   • Note that changes may take up to an hour to take full effect.

If problems persist after trying these steps, contact your IT support team for further assistance.