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Collaboration Services: Mail Rules in OWA

Set, change, and delete inbox rules to automatically move specified University mail to a specific folder or e-mail address.

Set Inbox Rule

  1. Within OWA, click Options.
  2. Click Create Inbox Rule in the drop down menu.

    The Create an Inbox Rule option in the Options dropdown menu.
  3. Click New.  This opens the New Inbox Rule window.

    The Inbox Rules window. The New... button should be selected.
  4. Select a condition that triggers the rule in the When the message arrives, and: drop down menu.
  5. In this example, select It was received from…  This opens the Global Address List.

    The New Inbox Rule window. From the dropdown menu, an appropriate rule should be selected, such as It was received from... .
  6. Search for a sender in the list and double click on their name. They will appear in the From field at the bottom of the screen. You can select more than one sender. Click OK when you are finished.

    The Global Address List. After searching in the Search Bar, the desired person's box should be double-clicked.
  7. Select an action for the rule to take in the Do the following: drop down menu.
  8. In this example, select Move the message to folder… This opens a list of your folders.
  9. Select the Folder you want in the list that appears and click OK.

    The Select Folder window. The desired folder to move a message into should be selected.
  10. The check box next to the rule must be checked in order for the rule to be in effect.

    The Inbox Rules window. Next to each Rule, the Checkbox should be checked in order for the rule to be active.
  11. Click Save. Your rule is now in effect.

Change Existing Inbox Rule

  1. Within OWA, click Options.
  2. A window similar to the following will appear:

    The options menu listing: Set Automatic Replies, Create an Inbox Rule, and See All Options...
  3. Select See All Options. A window similar to the following will appear:

    The see all Options menu. It list choices Account, Organize E-mail, Groups, Settings, Phone, Block or Allow.
  4. Select Organize E-Mail. The following window appears in the right hand navigation pane:

    The Inbox Rules window. At the bottom you'll find a list created rules and check boxes identifying active rules.
  5. Find the rule you are trying to modify, and double-click on it. A window similar to the following will appear:

    The Edit rule window for the rule named: Redirect forwarding rule.
  6. You should see your name in the Do the following: section, double-click on it. A window similar to the following will appear:

    The Global Address List. It list all the different addresses known. A search box is at the top, a to field is at the bottom.
  7. You will see your name in the To => field. Delete the value there, and replace it with the new e-mail address you would like to have your e-mails forwarded to.

    In the To -> field, delete your name, and then replace it with the appropriate new e-mail addresses.
  8. Click Ok.

Delete Inbox Rule

  1. Within OWA, click on Options.
  2. A window similar to the following will appear:

    The options menu listing: Set Automatic Replies, Create an Inbox Rule, and See All Options...
  3. Select See All Options. a window similar to the following will appear:

    The See All Options menu. The following options are listed: Account, Organize E-mail, Groups, Settings, Phone, Block or Allow.
  4. Select Organize E-Mail. The following window appears in the right hand navigation pane:

    The Inbox Rules window. At the bottom you'll find a list created rules and check boxes identifying active rules.
  5. Find the rule you are trying to delete, and un-check the checkbox next to that specific rule.

    The desired rule to be deleted is selected, and the checkbox next to the rule is unchecked.
  6. Highlight the rule you wish to delete.

    The delete icon button, indicated by an X. Located at the top of the rule listing.
  7. Click the X icon to delete the rule. You will receive a system generated message asking you to confirm your action.

    Delete rule warning. Yes should be clicked.
  8. Click Yes.

Last Updated: 25 October 2017

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