Outlook - How to create rules for organizing your inbox
Create a folder
If you haven't created a subfolder you want to use, just right click on the parent folder or the Inbox and select Create new subfolder.
Name the folder and click Save or press Enter.
Find the Rules Menu
To create a new rule, you can either select an email first to make a rule based on it, or just go straight to the Rules manager. You can right click on any email to find the Rule menu or find it the following ways:
Browser
This will be in the Home menu bar. You can also fine it in the Overall Settings (Gear Icon at the top right) in the Mail section.
PC
This will be in the Home menu bar in the [...] menu unless you have customized your Home ribbon.
Outlook will offer a simple rule first, but you can go into the full Rules manager by clicking More options or Advanced Options.
Define Your Rule
Use the Rules manager to set the conditions and actions you want to use.
Give the Rule a specific name that indicates what it is for.
Browser
The Browser will have more dropdowns.
PC
The PC app will have more steps and popups.
Re-order your rule
When creating or editing a rule, there is an option to "Stop Processing Rules" so only the first rule will apply if conditions are met. Outlook processes rules form top to bottom, so you might need to position them in the right order if some rules may contradict what you want to happen for this one.
Browser
The Browser has arrows on the right side.
PC
The PC app has arrows at the top of the pop up.
Re-run your rules
There is an option to re-run rules in case there are changes.
Browser
The Browser can do one at a time.
PC
The PC app can do multiple at a time.
Remove rules
If you no longer need a rule you can remove it in the Rules manager.
Browser
The Browser can do one at a time.
PC
The PC app can do multiple at a time if you select multiple from the list.
