Microsoft 365 Help / Staff guides
Outlook Mobile Device App

Set up mail rules for Outlook on mobile devices

Create the rule in Outlook on the web; matching mail then appears in the right folder on your phone.

About 10 minutes Follow at your own pace

Before you start

  • Your work account and access to Outlook on the web. A computer is easiest for the rule editor.
  • A folder name and sender email address for your first rule.

Follow these steps

0 of 7 steps done

  1. Understand where rules are made

    The Outlook mobile app does not provide the full inbox-rule editor. Rules created in the web mailbox can still organise the email you see on your phone.

  2. Open Outlook in a browser

    On a computer, open outlook.cloud.microsoft/mail/ (also outlook.office.com/mail) and sign in with the same work address used on your phone. If using your phone browser, try its Desktop site option; use a computer if the editor remains unavailable.

  3. Create the destination folder

    In the web folder list, use the folder menu to create Supplier emails in your work mailbox. Leave this folder accessible rather than putting it in a local data file.

  4. Create a rule

    In Outlook web, select Settings > Mail > Rules > Add new rule. Give it a name such as Supplier to folder.

  5. Choose the matching sender and action

    Set the condition to From with the supplier’s address. Set the action to Move to and choose Supplier emails. Review the address and folder, then select Save.

  6. Find the result on your phone

    Return to the Outlook mobile app. Tap your profile picture, choose the work account, and open Supplier emails in its folder list. Pull down on the message list to refresh.

  7. Manage future changes on the web

    When a matching email arrives, check the folder. To edit or stop the rule, return to the web Rules page and edit it or switch it off.

You have finished when…

  • The server-side rule is enabled and the organised folder is visible in the mobile app.

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.

Next guide in this sectionTry to recall a sent email