How to create inbox rules in Outlook
Quick answer
Desktop: Home > Rules > Manage Rules & Alerts > New Rule. Web: Settings > Mail > Rules > Add new rule.
Start with a clear condition (sender, subject word) and one action (move to folder). Keep rules few and ordered - conflicting rules cause confusion.
Server-side rules on Microsoft 365 run even when Outlook is closed. Client-only rules need Outlook running.
Create a simple move rule
Outlook desktop
- Select a sample message (optional) > Home > Rules > Create Rule, or Manage Rules & Alerts > New Rule.
- Pick a template like Move messages from someone to a folder.
- Set the conditions and the destination folder > Finish.
- Run the rule on messages already in the inbox if offered.
Outlook on the web
- Settings > Mail > Rules > Add new rule.
- Name it, add a condition and an action, Save.
Tips that prevent chaos
- Create the folder before the rule.
- Avoid stop-processing unless you understand order.
- Newsletter filters: subject contains Unsubscribe or from domains you know.
Rules not working
- Rule is client-only and Outlook was closed.
- Another rule already moved the message.
- On-device rules vs server rules differ on mobile.
Frequently asked questions
Do rules work on phone?
Server-side Microsoft 365 rules apply to mail delivered to the mailbox regardless of phone app.
Delete a rule?
Manage Rules & Alerts or web Rules list > delete.
Forward vs move?
Forwarding to outside addresses may be blocked by admin policy.
Sources checked: Microsoft Outlook support. Verified October 2026.