FAQ: Manage email messages by using rules

A rule is an action that Microsoft Outlook performs automatically upon incoming or outgoing messages, based on conditions that you specified. You can create a rule from a template, from a message, or using your own conditions.

Using Outlook Web App

  • Login Outlook Web App.
  • Click the Gear icon Illustration of gear icon, then click View All Outlook Settings
    Illustration of the View all outlook settings button

  • From the Settings Window, choose Mail -> Rules
    Illustration of the mail rule location

  • Click + Add new rule icon
  • On step 1, enter the name of this rule. (e.g. Move to Notices)
  • On step 2, From the Add a condition field, choose "Subject includes"
    Illustration of choosing rule for message subject

  • For instance, if you want to filter all emails sent from departmental notice accounts, enter notice@eduhk.hk and click the "+" button to add.
    Illustration of add specific word

  • On Step 3, from the Add a action field, choose "Move to"
    Illustration of selecting a action

  • Then select the folder you want to store the email messages and click "Save". (You may need to create a new folder if needed.)
    Illustration of selecting destination folder

  • Make sure the rule is turned on (button shown in blue colour). The rule is effective now. (If you want to turn off the rule, just un-tick it.)
    Illustration of rules

 


Using desktop Outlook (Outlook 2010/2013)

  • Open Outlook.
  • Click File -> Info -> Rules & Alerts ->.
    Illustration of rules location
  • Click the New rule...
    Illustration of create new rules
  • Select Apply rule on messages I receive then press Next >.
    Illustration of select action for receive rule
  • Tick the option "with specific words in the message header" in step 1, then click on "specific words" in step 2.
    Illustration of choosing rule for message header
  • For instance, if you want to filter all emails sent from departmental notice accounts, enter notice@eduhk.hk and click Add button to add in the list. Then Click "Ok" to complete the selection.
    Illustration of adding specific words to the list
  • Tick the option "move it to the specified folder" in step 1, then click on "specified" in step 2.
    Illustration of choosing rule action
  • Then select the folder you want to store the email messages and click "Ok". (You may create a new folder as needed.)
    Illustration of selecting destination folder
  • For the exceptions, just click Next > to skip.
    Illustration of exception rules
  • Then enter a name for this rule. Make sure there is a tick for the Turn on this rule. Then click Finish.
    Illustration of rules
  • The rule is effective now. (If you want to turn off the rule, just un-tick the rule.)

 


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