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Collaboration Services: Set Mail Rules in Outlook 2010

  1. Click on Rules in the Ribbon.
  2. Click Manage Rules & Alerts in the drop down menu.

    The Rules menu in the Ribbon. The option Manage Rules & Alerts... should be selected.

  3. Click New Rule.  This opens the Rules Wizard window.

    E-mail Rules tab of the Rules and Alerts window. The New Rule... option should be selected.

  4. Select the type of rule you wish to create in the Step 1: Select a template menu.
  5. In this example, select Move messages from someone to a folder and Click Next.

    The Rule Wizard first screen listing a number of templates and blank rules. The option Move messages from someone to a folder should be selected.

  6. Click the check box next to the condition(s) you wish to trigger the rule.  In this example, click from people or public group.

    The conditions list. The checkbox for the appropriate condition should be checked; in this example, from people or public group is selected.

  7. Click the people or public group link in Step 2: Edit the rule description to open the Global Address List and select a person or group to whom the rule applies.

    The Rule Address window brought up after clicking the people or public group link in the Step 2 box. The person or group to whom the rule applies should be selected.

  8. Click the specified link in Step 2: Edit the rule description to open a list of your folders.  Select the folder to which you want to move incoming messages and click OK.

    The Rules and Alerts window brought up after clicking the specified link in the Step 2 box. The folder to where the messages should be moved should be selected.

  9. Your selections will appear in the Step 2 window.  Verify that they are correct and Click Next.

    The Step 2 window confirming the specifics of the newly-created rule.

  10. Click what action you want Outlook to take with the messages.  In this case, click move it to the specified folder and click Next.

    Select actions window of the Rules Wizard. In our example, the checkbox for move it to the specified folder should be checked.

  11. Select any exceptions you wish to apply to the rule.  In this example we are not adding any exceptions.  Click Next.

    The Rules Wizard window for exceptions. Any appropriate exceptions should be checked.

  12. Click Run this rule now on messages already in “Inbox” to have Outlook apply the filter to messages already in your inbox.
  13. Click Finish to complete the wizard and apply your new rule.

    Final screen of the Rules Wizard. Under Step 1, an appropriate rule name should be entered into the field. Under Step 2, the boxes should be checked for Run this rule now on messages already in Inbox and Turn on this rule.

Last Updated: 2 November 2011

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