Microsoft 365 Help Create a mail rule
Automatically move messages from a chosen sender into a folder.
Before you start
- A sender address you want to organise and a sensible destination folder.
- Choose a simple example first so you can see exactly what the rule changes.
Choose the option that matches your screen or the task you want to do.
New Outlook
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Create a destination folder
In the left folder list, right-click your mailbox or Folders, choose Create new folder or New folder, and name it Supplier emails. Create it inside your work mailbox.
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Open Rules
Select Settings > Mail > Rules. Check the work account if an account selector appears.
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Start a new rule
Select Add new rule. Give it an understandable name such as Supplier to folder so you can recognise it later.
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Set the condition
Under Add a condition, choose From and enter the supplier’s full email address. A condition is the test that decides which messages the rule affects.
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Set the action
Under Add an action, choose Move to and select the Supplier emails folder. An action is what happens to matching messages.
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Check the scope before saving
Read the sender and folder again. For a first rule, leave extra conditions and exceptions blank. If Stop processing more rules is selected, later rules will not also act on matching messages.
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Save and test
Select Save. The rule will act on new matching mail. Check the destination when the next supplier message arrives. If offered a Run now option, use it only after confirming you want existing mail moved too.
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Pause or change the rule later
Return to Settings > Mail > Rules. Switch the rule off to pause it, or choose its edit button to change the sender or destination. Check this page if mail seems to disappear from Inbox.
Classic Outlook
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Prepare a mailbox folder
Right-click Inbox or your mailbox name in the left folder list, choose New Folder and name it Supplier emails. Use a folder in your work mailbox, rather than a local Outlook data file.
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Select an example message
In Inbox, click one message from the supplier you want to organise. Check the sender’s actual address so the rule covers the intended person.
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Open the rule builder
Choose Home > Rules > Create Rule. If the ribbon is narrow, look in its three-dot menu for Rules.
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Match the sender
Tick the From condition showing the supplier. Leave Subject and Sent to conditions unticked unless you specifically want those extra restrictions.
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Choose the folder action
Tick Move the item to folder, select Select Folder, then choose Supplier emails and confirm.
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Save and choose whether to include old mail
Select OK. If asked to run the rule on messages already in the folder, tick that only if you want those existing messages moved now.
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Check and manage the rule
Confirm a suitable message goes to the folder. To edit, pause or remove the rule, open File > Manage Rules & Alerts; clear its checkbox to pause it.
You have finished when…
- The rule is listed, enabled and sends matching mail to the correct folder.
Helpful tips
- A simple rule that moves incoming work email into another folder in the same mailbox can run while the computer is off. Classic Outlook rules involving local files or local actions may need Outlook running.
- Start with moving mail, not automatically deleting it. Do not set up forwarding to a personal or outside email address without office approval.
Something looks different?
Mail is missing from Inbox
Check the rule’s destination folder and Rules list. Search the whole mailbox. Pause any rule that moves the wrong mail.
The rule runs only when my PC is on
It may be a classic Outlook client-only rule. Rebuild a simple supported move-to-mailbox-folder rule in Outlook on the web, or ask the office for help.
A rule cannot be edited in new Outlook or web
Some older classic rules use features that these apps do not support. Ask for help recreating the rule with supported conditions and actions.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.