Outlook Filters

Step-by-Step Guide to Set Up Filters (Rules) in Outlook Desktop App

1. Open Outlook: Launch the Outlook application on your computer.

2. Go to the Home Tab: Click on the "Home" tab in the ribbon at the top of the window.

3. Open Rules Settings:

   • Click on the "Rules" button in the "Move" group.
   • From the drop-down menu, select "Manage Rules & Alerts."

4. Create a New Rule:

   • In the Rules and Alerts window, click on "New Rule..." to start the Rules Wizard.

5. Choose a Rule Template:

   • You can either start from a template or create a rule from scratch. For common actions, such as moving emails from a specific sender to a folder, you can choose a template like "Move messages from someone to a folder."
   • Alternatively, you can select "Apply rule on messages I receive" or "Apply rule on messages I send" under the "Start from a blank rule" section.

6. Specify Conditions:

   • In the next step, select the conditions you want to apply to incoming or outgoing messages. For example, you can choose conditions based on the sender, specific words in the subject, or recipients.
   • After selecting a condition, you'll often need to provide specific details, such as the sender's name or the specific words. Click on the underlined words to enter the details.

7. Set Actions:

   • Choose the actions you want Outlook to take when the conditions are met. Actions can include moving the email to a specific folder, marking it as read, deleting it, forwarding it, etc.

8. Specify Exceptions (Optional):

   • If there are exceptions to your rule, specify them in the next step. For example, you might not want to apply the rule to emails marked as important.

9. Name and Finish the Rule:

   • Give your rule a name so you can easily identify it later.
   • Review the rule description to ensure it’s set up correctly. You can also choose to run the rule on messages already in your inbox.
   • Click "Finish" to complete the rule setup.

10. Apply the Rule and Save:

    • Click "Apply" and then "OK" to save your rule.

Managing and Editing Rules

• To Edit a Rule: Go to the "Rules and Alerts" window, select the rule you want to modify, and click "Change Rule" or "Edit Rule Settings."
• To Delete a Rule: Select the rule and click "Delete."
• To Turn Off a Rule: Uncheck the box next to the rule in the "Rules and Alerts" window.