How to Create an Email Filter (Rule) in Outlook

Outlook calls email filters “rules.” In the new Outlook for Windows or Outlook.com, go to Settings > Mail > Rules and select Add new rule. In classic Outlook, right-click a message and select Rules > Create Rule, or use File > Manage Rules & Alerts > New Rule. A rule can move, flag, forward, or delete messages that match conditions you choose.

This guide covers new Outlook for Windows, Outlook.com, Outlook on the web and classic Outlook for Windows (Microsoft 365, 2024, 2021, 2019 and 2016). It shows how to create, edit, order, pause and delete rules, how to run them on mail you already have, and why a rule might not work. Steps come from Microsoft’s Manage email messages by using rules in Outlook article, checked in October 2026.

How Outlook Rules Work

Microsoft says every rule needs at least three things: a name, a condition and an action. You can also add exceptions. For example: name “Newsletters,” condition “From contains @newsletter.com,” action “Move to folder: Reading,” exception “Subject includes urgent.”

Rules apply to incoming messages after you create them. To sort mail you already have, run the rule manually (covered below).

New Outlook and Outlook.com

1. Select the Settings gear at the top of the page.
2. Select Mail, then Rules.
3. Select Add new rule and give it a name.
4. Add a condition, such as From a certain sender or Subject includes a word. Use Add a condition for more.
5. Add an action, such as Move to a folder. Use Add an action for more, and Add an exception if needed.
6. If you want, check Stop processing more rules so later rules don’t also act on the same message, then select Save.

Quick rule from a message

Right-click a message in your list, hover over Rules, and select Create rule. Choose the folder where messages from that sender should go and select OK. Select More options if you want extra conditions or actions.

Microsoft notes that new Outlook doesn’t currently support rules for third-party accounts like Gmail, Yahoo and iCloud, so set those up with the email provider.

Manage rules in new Outlook

• Edit or delete: go to Settings > Mail > Rules and use the buttons next to the rule.
• Pause: use the toggle next to the rule name to disable or enable it.
• Order: select a rule and use the Up or Down arrow. Rules run in list order.
• Run on existing mail: use the run button next to the rule in Settings > Mail > Rules.

Classic Outlook for Windows

Create a rule from a message

1. Right-click an existing message and select Rules > Create Rule.
2. Choose a condition, such as Subject contains, and an action, such as Move the item to folder.
3. Select or create a folder, then select OK.
4. To apply it right away, check Run this new rule now on messages already in the current folder and select OK.

Create a rule from a template

1. Select File > Manage Rules & Alerts > New Rule to open the Rules Wizard.
2. Choose a template, such as Move messages from someone to a folder or Flag messages from someone for follow-up, or start from a blank rule.
3. Click each underlined value to fill it in, then select Next. You can add conditions, actions and exceptions.
4. Name the rule, review it, and select Finish.

Microsoft notes that certain rules will only run when Outlook is open; you’ll see a warning if your rule is one of them.

Edit, pause, delete or run rules

• Edit: File > Manage Rules & Alerts, check the rule, select Change Rule. A rule shown in red is broken; select it and fix the links under Rule description.
• Pause: clear the check box next to the rule.
• Delete: select the rule on the E-mail Rules tab, then Delete > OK.
• Run now: select Run Rules Now, check the rules, choose a folder (and Include subfolders if needed), then run them.

Redirect or Forward Outlook Email to Another Address

A redirect keeps the original sender, so a reply goes to that person. A forward comes from you, so replies return to you.

In new Outlook or Outlook.com, open Settings > Mail > Rules > Add new rule. Name the rule, choose a condition (or Apply to all messages), then select Redirect to or Forward to and enter the recipient. Review exceptions and rule order, then select Save.

In classic Outlook, open Rules > Manage Rules & Alerts > New Rule, then Apply rule on messages I receive. Set conditions, or leave them blank and confirm the all-message choice. Choose redirect it to people or public group, or the forwarding action; click the recipient link in the rule description, enter the address, set exceptions, and finish.

Send a test message and check the destination. Account support and workplace policies can limit automatic external forwarding. Copies normally remain in the source mailbox. See Microsoft’s forwarding and redirection guide.

Why Isn’t My Rule Running?

• It only applies to new mail. Run it manually on existing messages. To clear out older mail in one pass, see how to archive old emails in Outlook.
• Another rule ran first. If an earlier rule has Stop processing more rules turned on, later rules won’t act on that message. Change the order.
• It’s a client-only rule. Some classic Outlook rules need Outlook open. Microsoft also says rules migrated from classic Outlook that are client-side can’t be processed by new Outlook; create a new rule to replace them.
• The account isn’t supported. New Outlook doesn’t run rules for Gmail, Yahoo or iCloud accounts.

Frequently Asked Questions

Do rules work when Outlook is closed?

Rules in new Outlook, Outlook.com and most Exchange rules run on the server. Some classic Outlook rules only run while the app is open. In Outlook.com, a separate junk email setting can block attachments, pictures, and links from unknown senders. If Outlook itself is broken, see how to reinstall Outlook on Windows 11.

How do I set an automatic reply?

See how to set out of office in Outlook.

Outlook looks different after changing settings. How do I fix it?

See how to change the Outlook view back to normal. Sending from more than one address? See how to show the From field and pick the sending account.