The easiest and most common rule to create is one that allows you to move an item from a certain sender or with certain words in the subject line to another folder. You can create this rule directly from a message you've already received.
Right-click a message in your inbox or another email folder and select Rules.
Select one of the options. Outlook automatically suggests creating a rule based on the sender and the recipients. To view more options, select Create Rule.
In the Create Rule dialog box, select one or more of the first three checkboxes.
In the Do the following section, if you want the rule to move a message to a folder, check the Move item to folder box, then select the folder from the Select Folder dialog that pops up, and then click OK.
Click OK to save your rule.
Note: If you want to run the rule on messages you've already received, check the box on the confirmation dialog that pops up and then click OK.
Create a rule using the Rules Wizard
There are three types of rules you can create with the Rules Wizard.
Stay organized: These rules help you filter, file, and follow-up with messages.
Stay up to date: These rules notify you when you receive a message that fits a specific set of criteria.
Custom rules: These are rules you create without a template.
Rules are almost infinitely customizable. There are a variety of options you can set for each type of rule you create. Use the following steps to learn how to create a rule using the Rules Wizard.
Step 1 :
Select File > Manage Rules & Alerts to open the Rules and Alerts dialog box.
On the Email Rules tab, select New Rule.
Select one of the templates from Step 1. To start from a blank rule, select Apply rule on messages I receive or Apply rule on messages I send.
In the Step 2: Edit the rule description box, click on any underlined options to set them. For example, if you selected Flag messages from someone for follow-up in Step 1, click people or public group to select which senders' messages you want to flag, then click follow up at this time to select a flag and a follow up date.
Step 2 :
On the second page of the Rules Wizard, you can add additional conditions to your rule. For example, you can select messages sent from a specific person that also have specific words in the subject or message body.
In the Step 1: Select condition(s) box, any condition you set on the previous screen is checked. You can select multiple additional conditions by checking their checkboxes.
In the Step 2: Edit the rule description box, click on any additional underlined conditions you just added. Then click Next.
Step 3 :
On the third page of the Rules Wizard, you can select additional actions to take on the message. For example, you can flag messages for follow up and mark a message as high importance.
In the Step 1: Select condition(s) box, any action you set on the first screen is checked. You can select multiple additional actions by checking their checkboxes.
In the Step 2: Edit the rule description box, click on any additional underlined actions you just added. Then click Next.
Step 4 :
On the fourth page of the Rules Wizard, you can add any exceptions to your rule. For example, you can check except if it is marked as importance to ensure that any messages marked with a specific importance level aren't flagged for follow up.
In the Step 1: Select condition(s) box, select any exceptions to your rule by checking their checkboxes.
In the Step 2: Edit the rule description box, click on any additional underlined exceptions you just added. Then click Next.
Step 5 :
On the last page of the Rules Wizard, enter a name for your rule.
If you want to run this rule on messages you've already received, check Run this rule now on messages already in "Inbox."
By default, Turn on this rule is checked. You can uncheck this box if you don't want the rule to be turned on at this time.
Click Finish to save and turn on your rule.