How to use inbox rules to automatically sort emails

You can use inbox rules to automatically perform specific actions on email that arrives in your inbox, like deleting an email from a certain sender, moving emails with a certain subject to a different folder, or more. We recommend managing your inbox rules on the "web version" of Outlook, which is available on the home page of the MySAU portal. These changes will apply anywhere you check your email. You can access these rules by opening the web version of Outlook, clicking the settings cog in the upper right hand corner, and then searching for "inbox rules." If you make a mistake or aren't sure a rule is working correctly, you can delete the rule and try again.

Detailed guide from Microsoft on Inbox rules:



Example Instructions

Credit to UCL for these steps (

1. In Mail view, click on Settings (visible as a cog wheel icon) within the top-right corner. Select View all Outlook settings.

2. A Settings window will appear. Select Email. Select Rules.

3. Beneath Rules, select Add new rule. A new inbox rule prompt will appear.

4. Enter the desired name of the rule within the Name your rule field. Beneath Add a condition, select the provided drop-down list and specify the criteria you would like the rule to detect (e.g. From > 'IT Services'). If you would like to specify additional criteria for your rule to match, select Add another condition beneath your first entry.

5. Beneath Add an action, select the provided drop-down list and specify the action you would like your rule to perform (e.g. Move To > 'IT Services' folder). Select Add another action if you would like to specify an additional action.

6. If you would like to add any exceptions to your rule, select Add an exception. Check all the rule conditions are correct and click OK to apply.

7. Your new message rule has now been set and added to the inbox rule list. You can enable or disable the rule by selecting the on/off toggle icon next to the rule name.

Note: By default, rules will only operate on new messages as they are received. If you would like to run the rule on existing messages, navigate to the rule following steps one and two above and select Run rule now (visible as a play arrow icon).


Article ID: 140325
Wed 12/22/21 1:16 PM
Wed 12/22/21 1:20 PM