Setting up Outlook mail handling rules

Email messages may be managed within Microsoft Outlook by using rules. A rule is an action that Outlook performs automatically upon incoming or outgoing messages, based on conditions that you have specified. You can choose many conditions and actions by using the Rules Wizard. You can create a rule from a template, from a message, or using your own conditions. Rules fall into two categories; organisation and notification. Rules generally don't operate on messages that have been read, only on those that are unread.

Server-based or client-based rules
Rules may be client-based or server-based. By default, if Outlook is configured to connect to a Microsoft Exchange Server computer, then message rules that you create in Outlook are applied to your e-mail messages even if Outlook is not running. These message rules are server-based rules. If a message rule specifies an action that cannot be applied on the Exchange Server computer, the rule is a client-based rule. An example of a client-based rule is a rule that moves a message to a particular folder in a personal folders file (.pst). A client-based rule is only applied when Outlook is running. When you use the Rules Wizard to create message rules in Outlook, you receive the following message if you create a client-based message rule, "This rule is a client-only rule, and will process only when Outlook is running". If your list of rules contains both kinds of rules, the server-based rules are applied first, followed by the client-based rules.

This article describes:

• How to create rules
  • Using the Outlook rule templates
  • Creating a custom rule
• How to create a rule based on senders or recipients of an email message
• How to run rules manually
• How to import or export rules

At the end of the article is a useful section entitled, Considerations and limitations of mail handling rules.

Note:
This article relates to the desktop version of Outlook. If you are using the Outlook on the web (previously known as Outlook Web App, or OWA) then please refer to knowledge article, KB0010999, Setting up Outlook on the web mail handling rules.

Creating a rule

Outlook includes rule templates for common scenarios. This article describes how to use these rule templates or, alternatively, create your own custom rules.

Using Outlook rule templates

To use the Outlook rule templates proceed, from within Outlook, as follows.

1. On the menu bar at the top of the Outlook window, click the File tab.

The Account Information page opens

2. Click Manage Rules & Alerts.

The Rules and Alerts dialogue box opens.

3. In the Rules and Alerts dialogue box, on the E-mail Rules tab, click New Rule.

The Rules Wizard opens.

The Rules Wizard includes templates for the most frequently used rules, which include the following:

• Stay Organized - These rules help you file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Bobby Moore, with the word "sales" in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder named Bobby's Sales.
• Stay Up to Date - These rules notify you when you receive a particular message. For example, you can create a rule that automatically sends an alert to your mobile device when you receive a message from a family member.
• Start from a blank rule - These are rules that you create without the aid of a rule template and that you can completely customize.

4. Complete entries on this page as follows:
   1. Step 1: Select a template - Select the template that you want from the Stay Organized or Stay Up to Date collection of templates.
   2. Step 2: Edit the rule description - Click an underlined value. For example, if you click the people or public group link, the Address Book opens enabling you to select the people who's emails will be affected by this rule.
5. Click Next.

The Rules Wizard asks, Which condition(s) do you want to check?

6. Complete entries on this page as follows:
   1. Step 1: Select condition(s) - Select the conditions that you want the messages to meet for the rule to apply.
   2. Step 2: Edit the rule description - Click an underlined value for any condition that you added, and then specify the value.
7. Click Next.

The Rules Wizard asks, What do you want to do with the message?

8. Complete entries on this page as follows:
   1. Step 1: Select action(s) - Select the action that you want the rule to take when the specified conditions are met.
   2. Step 2: Edit the rule description - Click an underlined value for any action that you added, and then specify the value.
9. Click Next.

The Rules Wizard asks, Which condition(s) do you want to check?

10. Complete entries on this page as follows:
    1. Step 1: Select exception(s) - Select any exceptions to the rule.
    2. Step 2: Edit the rule description – If appropriate, click an underlined value for any exception that you added, and then specify the value.
11. Click Next.

The Rules Wizard asks, What do you want to do with the message?

12. Complete entries on this page as follows:
    1. Step 1: Select action(s) - Select any further actions to be applied to the rule.
    2. Step 2: Edit the rule description – If appropriate, click an underlined value for any further actions that you added, and then specify the value.
13. Click Next.

The Rules Wizard asks, Are there any exceptions?

14. Complete entries on this page as follows:
    1. Step 1: Select exception(s) - Select any exceptions to the rule.
    2. Step 2: Edit the rule description – If appropriate, click an underlined value for any exception that you added, and then specify the value.
15. Click Next.

The Finish rule setup page appears.

16. Complete entries on this page as follows:
    1. Step 1: Specify a name for this rule - Enter a name for your rule.
    2. Step 2: Setup rule options - Tick the check boxes for the options that you want.
       1. If you want to run this rule on messages that are already in the Inbox, select the Run this rule now on messages already in "Inbox" check box.
       2. By default, the new rule is turned on. To turn off the rule, un-tick the Turn on this rule check box.
       3. To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box. This option will not be available if you only have one email account.
17. Click Finish.

The rule is saved and applied, and the following message displayed.

Creating a custom rule

To create a custom rule, proceed from Outlook, as follows.

1. Follow Step 1 to Step 3 of, Using Outlook rule templates.
2. Complete entries on the opening page of the Rules Wizard as follows:
3. Under Start from a blank rule, click either, Apply rule on messages I receive or, Apply rule on messages I send.
4. Click Next.

The Rules Wizard asks, Which condition(s) do you want to check?

5. Complete entries on this page as follows:
   1. Step 1: Select condition(s) - Select the conditions that you want the messages to meet for the rule to apply.
   2. Step 2: Edit the rule description – Click an underlined value for any condition that you added, and then specify the value.
6. Click Next.

The Rules Wizard asks, What do you want to do with the message?

7. Complete entries on this page as follows:
   1. Step 1: Select action(s) - Select the action that you want the rule to take when the specified conditions are met.
   2. Step 2: Edit the rule description - Click an underlined value for any action that you added, and then specify the value.
8. Click Next.

The Rules Wizard asks, Are there any exceptions?

9. Complete entries on this page as follows:
   1. Step 1: Select exception(s) - Select any exceptions to the rule.
   2. Step 2: Edit the rule description - Click an underlined value for any exception that you added, and then specify the value.
10. Click Next.

The Finish rule setup page appears.

11. Complete entries on this page as follows:
    1. Step 1: Specify a name for this rule - Enter a name for your rule.
    2. Step 2: Setup rule options - Tick the check boxes for the options that you want.
       1. If you want to run this rule on messages that are already in the Inbox, select the Run this rule now on messages already in "Inbox" check box.
       2. By default, the new rule is turned on. To turn off the rule, un-tick the Turn on this rule check box.
       3. To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box. This option will not be available if you only have one email account.
12. Click Finish.

The Rules Wizard closes, and the Rules and Alerts dialogue box re-appears. The name of your new rule is included in the list of rules.

13. Click OK.

The new rule will now be applied.

Creating a rule based on senders or recipients of an email message

A rule can be quickly created from any email message. The advantage of creating a rule in this manner is that rules are suggested based on the message sender or recipients. For example, when you start with a message, one rule that is suggested moves all messages from that sender to a folder that you choose.

To create a rule based on senders or recipients of a message, from within Outlook, proceed as follows.

1. Click the message for which you want to create a rule, and then on the Home tab, in the Move group, click Rules.

Suggested rules appear, based on the message sender and recipients.

2. Do one of the following options:
   1. Click one of the suggested rules, click a destination folder, and then click OK.
   2. If none of the suggested rules are suitable, click, Create Rule, for more rules options based on the sender, recipients, or subject of the message.

If you choose Step 2b, Create Rule, the Create Rule dialog box appears.

Continue with the following steps.

1. When I get e-mail with all of the selected conditions - Tick the check boxes for the conditions that you want.
2. Do the following - Tick the check boxes for the action that you want the rule to take when the specified conditions are met.

Note:
If you tick the, Move the item to folder check box, then a list of folders appears. Click an existing folder, or click New to create a folder to store the messages.

To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard. This is the same wizard that appears when you click the File tab and select Manage Rules & Alerts. See Step 2 of, Using Outlook rule templates.

3. Click OK.

A message appears confirming your rule has been created. The message contains an option to run this rule now on messages already in the current folder.

If you leave this option unticked, then the rule will not take effect till a new message is received.

4. Click OK.

Running rules manually

If you want to manually run one or more rules then, from within Outlook, proceed as follows.

1. Follow Step 1 and Step 2 of Using Outlook rule templates.

The Rules and Alerts dialogue box opens. If there is an existing rule set up then the Run Rules Now option is available.

2. Click Run Rules Now.

The Run Rules Now dialogue box opens.

3. Complete entries in the Run Rules Now dialogue box as follows:
   1. Select rules to run - Tick the check box next to each rule that you want to run.
   2. Run in Folder - If you want to select a different folder, click Browse, then click the required folder, and then click OK. (Tick the Include subfolders check box if required, to include all folders under the specified folder).
   3. Apply rules to - The default is All Messages. Using the associated drop-down options, you can change this to apply only to Read or Unread messages.
4. Click Run Now.

The selected rule(s) is run.

Importing or exporting rules

When you import rules from another Outlook user, they are added to the end of your existing list of rules. You can import only one set of rules at a time. When you export rules to another Outlook user, they are saved in a file with an .rwz extension.

To import or export rules, proceed, from within Outlook, as follows.

1. Follow Step 1 and Step 2 of Using Outlook rule templates.

The Rules and Alerts dialogue box opens.

2. Click Options.

The Options dialogue box opens

3. Do one of the following options:

a.   Import rules   

To import rules from another Outlook user, then:

1. Click Import Rules.

The Import Rules from browser opens.

2. Navigate to the rules file that you want to import.

Note:
If you want to import a file that contains rules other than those in the Rules Wizard, such as rules that are compatible with previous versions of Microsoft Outlook, then click the file type in the drop-down options box at the bottom of the Import Rules from window.

3. Click Open.

The selected rules file is imported.

2. Export rules   

To export rules to another Outlook user, then:

1. Click Export Rules.

The Save Exported Rules as browser opens.

2. Select the folder where you want to save the rules file, and then In the File name box, type a name for the set of rules that you want to export.

Note:
If you want to export a file that contains only rules that are compatible with a previous version of Microsoft Outlook, then in the Save as type list, select one of the following: Outlook 2002 Compatible Rules Wizard rules, Outlook 2000 Compatible Rules Wizard rules, or Outlook 98 Compatible Rules Wizard rules.

3. Click Save.

Tip:
You can create a backup copy of your rules by using this Export Rules procedure.

4. Click OK to complete your import or export action.

Considerations and limitations of mail handling rules

There are a number of considerations to heed when working with mail handling rules in Outlook. Some of the more common considerations are described below.

Applying rules to other Outlook items

Delivery receipts, voting responses, and automatic replies
When rules are applied to delivery receipts, read receipts, voting responses, and automatic replies (Out of Office notifications) they are processed as if they are messages. For example, a rule that moves items with the word "meeting" in the subject to a specific folder, also moves all delivery receipts, voting responses, or an automatic reply that contains the word "meeting" in the subject.

Note:
When a rule moves voting responses from the Inbox to another folder, your vote tracking is affected. When you open a sent message that included a voting button, the tracking information won't include a tally for responses that a rule moved. Manually moving or deleting a response doesn't affect the tracking.

Meeting requests, task requests, and documents
When rules are applied to meeting requests, task requests, and documents, they are treated as messages. For example, when you create a rule that moves items with the word "meeting" in the Subject box to a specific folder, any task request or meeting request that meets that condition is moved also. However, be aware of the following limitations when you create rules that affect these kinds of items:

• An item moved to a folder other than a mail folder might not work as expected after it is moved. For example, if a message is moved to the Calendar folder, a new appointment isn't created.
• If a meeting or task response is moved to the Deleted Items folder by using a rule, the response isn't tracked by the original item.
• If a meeting request is automatically moved to the Deleted Items folder, the meeting isn't added to the Calendar.
• Rules that affect messages that you send aren't applied to task requests and meeting requests.

Rules that include Contact Groups

A rule that includes a Contact Group can behave differently depending on how the rule is created.

• Move messages sent to a Contact Group folder - This rule is available only if you are using an Exchange Server account. Only messages that are sent to the Contact Group are moved to the specified folder. Messages from people who are members of the Contact Group aren't moved to the specified folder.

Forwarding messages outside your organisation

If you are using a Microsoft Exchange Server 2010 account, then by default, you can't use rules to forward messages to email addresses outside your organisation. This setting helps prevent confidential and private organisational information from being disclosed. This setting can only be changed by an Exchange administrator.