Outlook -- Create, Edit, or Delete Rules -- Web Browser

Introduction

For how to mark something as "Junk" or "Clutter" normally, see the following webpage.

Here, we tell you how to use rules or filters to automatically move emails you want to keep but review later into an email folder.

That said, if you have something that you cannot mark as "Junk" or for the "Other" tab, rules or filters are useful.

Select option below:

Here is how to set-up email rules in the Online Office 365 version of Outlook in an internet browser.

  1. In the online Office 365 version of Outlook that you access in an internet browser, click the gear icon in the upper right (after logging in).

     webrule_1

  2. On the lower left, click the "Mail" link under "Settings."

  3. If necessary, click to expand "Mail" in the left panel, and click "Rules"

     webrule_2

  4. webrule_3

  5. Here you can add, edit, or delete Outlook email rules.

    1. Add a rule: Click the Add rule sign.

    2. webrule_4

    3. webrule_5

    4. webrule_5_1

    5. Edit a rule: Click an existing rule, and click the three-dotted icon.
    6. webrule_6
    7. Then click Edit rule
    8. webrule_7
    9. webrule_8
    10. Delete a rule: Click an existing rule, and click the Delete rule.
    11. webrule_9

    12. Be sure you know what a rule does before editing or deleting it!!!! 

    13. Click the "Save" disk icon to save your changes. 

  6. Follow the onscreen instructions to add or edit or delete a rule.

  7. Here are some examples of rules that you can create.

    1. Note: specific words entered cover upper- and lowercase forms of that word.

    2. Example 1: Bb Learn student email rule: Click the link below to see instructions for how to create a rule where student emails from Bb Learn are moved out of your Inbox (without alerting) you to folder in Outlook, but student emails from Bb Learn with "911" (without quotes) in the subject code are still sent to your email inbox.

      1. Click the three dots next to your email.

         rulesexample7_1

      2. Right-click/control-click a folder where you want to create a sub-folder for Bb Learn student emails.

        1. And click "Create new folder."

           rulesexample7_2

      4. Type in "Bb Learn Student Emails" (without quotes) for the sub-folder name, and press Enter/Return.

        1. The "Bb Learn Student Emails" sub-folder is now created.

           rulesexample7_3

      5. Click the gear icon in the upper right (after logging in).

         webrule_1

      6. In the lower right, click the "Mail" link under "Settings," and click "Rules"

         webrule_2

      7. Click the plus sign that says "Add new rule"

      8.  webrule_4

      9. Enter "Bb Learn student emails" (without quotes) as the name of the new Inbox rule.

         browser15.png

      10. Under "When the message arrives, and it matches all of these conditions":

        1. Select "It was sent or received" > "Received from..."

           browser16.png

      11. After "It was received from," type in "reply_to_sender@drexel.edu" (without quotes).

        1. Then press Enter/Return.

        2. It is okay if the text changes or a letter icon appears in front of the text.

           browser17.png

      12. Under "Do all of the following":

        1. Select "Move, copy, or delete" > "Move the message to folder..."

           browser18.png

      13. In the "Select folder" window, find and select the "Bb Learn Student Emails" folder, and click "OK."

         browser19.png

      14. Under "Except if it matches any of these conditions:"

        1. Click "Add exception," click "Select one...", and select "It includes these words" > "in the subject..."

           browser20.png

      15. In the "Specify words or phrases" window, enter "911" without quotes in the top text box, and click the plus or + sign.

        1. Then click "OK."

           browser21.pngbrowser22.png

      16. Click "OK" at the top of the "New inbox rule" webpage.

         browser23.png

      17. This Bb Learn student email rule has now been added.

        1. Click "Options" in the upper left to return to your email in Outlook.

           browser24.png

    3. Example 2: *SPAM* subject to Junk folder email rule:Click the link below to see instructions for how to add a rule that will send any email with *SPAM* in the subject line to your junk mail folder (in case somehow such emails don't make it there after you mark them as junk normally).

      1. Click the plus sign.

         browser14.png

      2. Enter " *SPAM* subject emails" (without quotes) as the name of the new Inbox rule.

         browser25.png

      3. Under "When the message arrives, and it matches all of these conditions":

        1. Select "It includes these words" > "in the subject..."

           browser26.png

      4. In the "Specify words or phrases" window, type in *SPAM*, and click the plus or + sign.

        1. Then click "OK."

           browser27.pngbrowser28.png

      5. Under "Do all of the following":

        1. Select "Mark the message" > "as junk"

           browser29.png

      6. Click "OK" at the top of the "New inbox rule" webpage.

         browser30.png

      7. This SPAM-in-the-subject email rule has now been added.

        1. Click "Options" in the upper left to return to your email in Outlook.

           browser31.png

  1. Control-click/right-click an email message in your Inbox or an email folder.
  2. Click "Create rule..."
  3. Follow the onscreen instructions.