Office 365 (Outlook on the web) - Filtering email with inbox and sweep rules
This topic shows you how to use Inbox and sweep Rules to automatically perform specific actions on messages as they arrive, based on criteria you select. For example, you can create a rule to automatically move all mail sent to a group you're a member of to a specific folder. When you setup a rule in Outlook on the Web, the rule will be applied regardless of the client you are using.
To manage rules, click Settings icon > Mail in the left-hand column > Automatic Processing> Inbox and sweep Rules.
Note: The Outlook on the web client recently received an update to their options menu which is reflected in the document below. The old options menu encounters an error attempting to create a rule in Chrome when using the 'it was sent to' or 'it was received from' conditions in the rule.
The Inbox and sweep rules tab shows you an overview of all your Inbox rules. From here, you can review what a rule does, turn rules off or on, create new rules, edit existing rules, or delete rules that you no longer need.
Use this to create a new Inbox rule.
Highlight a rule, and then click here to view or edit the details of a rule.
Highlight a rule, and then click Delete to delete it.
Use this to move the selected rule up in the list. Rules are processed from top to bottom.
Use this to move the selected rule down in the list.
Use this to refresh the list of rules.
Use the check box next to a rule to turn it on (box checked) or off (box not checked).
The name of the rule
Note: Please note that rules are NOT case sensitive. For example, if you create a rule that sends an email containing the string of characters 'to' to junk, this will send any email with the string 'TO,' 'To,' 'tO,' and 'to' to the junk folder.
To create a new blank rule using the Inbox Rules tab, choose add new rule.
The new rule window has three sections:
When the message arrives, and it matches all of these conditions
Use this box to select criteria for your rule. Use the down arrow to view and select the criteria you want to use.
If the criteria have additional options, enter them in the window that appears.
Do the following:
Use this box to select the action you want taken when a message arrives that meets the criteria you selected.
Except if it matches any of these conditions
Use this box to add any exceptions to the conditions above.
You can edit any rule by selecting it and choosing edit to open the rule so that you can change the conditions or actions of the rule.
If you have a rule that you no longer want, you can select it and then click delete to remove it. If you just want to turn the rule off for a while, remove the check mark next to the rule.
If you receive a email message and want to create a rule for it, perform the following steps:
- Right-click the message in the message list pane, then click create rule....
- Or while you view the message in the reading pane, select the extended menu and then choose create rule... from the menu.
- When you create a new rule in Outlook on the web, you may receive a warning that some rules that were created in Outlook and are currently disabled will be deleted. Before you delete those rules, you may want to sign in to your account using Outlook and check the rules to see if you want to keep them. Enable any rules you want to keep.
- Rules are run from top to bottom in the order in which they appear in the Rules window. To change the order of rules, click the rule you want to move, and then click the up or down arrow to move the rule to the position you want in the list.
- Some types of messages won't trigger Inbox rules, including:
- Delivery status notifications, which include non-delivery reports and system messages.
- Read receipts and delivery receipts that are generated by an e-mail client.
- Some automatic-reply (Out of Office) messages.
- Each rule you create will take up space in a hidden section of your mailbox. This section is limited to 64 KB. The actual amount of space a rule uses depends on several factors, such as how long the name is and how many conditions you've applied. When you reach the 64 KB limit, you'll be warned that you can't create any more rules. If that happens, you'll have to delete or simplify some of your existing rules before you can create more. Some ways you can reduce the space used by rules are:
- Delete rules you no longer need.
- Shorten the names of your rules.
- Combine one or more rules that do the same thing.
- Remove criteria from rules.
- When you create a forwarding rule, you can add more than one address to forward to. The number of addresses you can forward to is limited to 10 addresses. If you add more addresses than are allowed, your forwarding rule won't work. If you create a forwarding rule with more than one address, test it to be sure it works. A workaround for users who need to forward to more than 10 addresses is to create and use a list - WiscList or Google Group.