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Rules can be created to prioritize, organize, copy, move, and reroute email messages that are sent to your email address. Be sure and test each rule after it is created or changed to make certain that messages are being handled by the email system properly.

Rules created in Outlook 2010 or  Outlook 2013 will automatically apply to any other clients used to check email. For instance, if a mobile device such as an iPhone is used to access email, messages will be filtered according to rules set up in Outlook or Webmail.

Step-by-step guide

Use the following steps to configure rules using Outlook 2013.

  1. Click the File menu in the top left of the Outlook window.
  2. Click Manage Rules & Alerts.
  3. In the Rules and Alerts dialog box that appears, on the E-mail Rules tab, click New Rule.
  4. Choose from a rule template or start with a blank, customizable rule under Step One. Click Next.
  5. Set conditions of the rule. Links in the bottom pane may be clicked to specify parameters for the conditions. Each underlined value must be specified before continuing. Click Next to continue.
  6. Set actions to take when this rule is used. This could include moving the mail to a different folder. Similarly to step 5, all underlined values must be specified before continuing. Click Next to continue.
  7. Set any exceptions to this rule. Exceptions are optional. Click Next to continue.
  8. Specify a name for the rule. Optionally, set rule options which could run the rule on existing messages in the Inbox. Unchecking Turn on this rule will disable the rule, preventing it from working as intended. This option should almost never be unchecked.
  9. Review the rule and click Finish to create the new rule for the email account.

Use the following steps to configure rules using Webmail.

  1. In webmail, click the Settings icon in the top-right of the screen (gear-shaped icon).
  2. Select organize email in the menu on the left side of the screen.
  3. Click the plus icon on the right side of the screen. Choose Create a rule for arriving messages... in the menu that appears.
  4. Enter a name for the rule in the new window that appears.
  5. Choose a condition for this rule in the drop-down menu labeled *When the message arrives, and:.
  6. Choose an action to take when this rule is applied in the drop-down menu labeled Do the following:.
  7. Advanced settings may be optionally configured by clicking the More options... link. CIS recommends using Outlook 2010 or Outlook 2013 to configure advanced rules or filters for email.
  8. Click Save to create the new rule.

 

The Outlook Rules contain a seemingly infinite number of possibilities and configuration options. Each rule may have many variables. Please reference the following links for additional information when creating rules in Outlook 2010/2013:

For more information on configuring rules in Outlook 2010, see this article on Microsoft's website.

Additional information for Outlook 2013 can be found in this article on Microsoft's website.

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