Outlook Mail Rule: Manage Email from another Institution

Article Type: How To

Question:

How do I set up a rule to manage email sent from another Minnesota State institution's address book?

Answer:

  • You can set up an email rule to move messages received from a specific institution to a folder you specify.
  • There are multiple ways to set up rules to manage email.

Outlook Web Instructions

For this example we will set up a rule to move emails from another institution to a folder with the same name. Start by heading to Outlook on the web http://outlook.office.com.

  1. Create a folder to put the emails in. Right click on Inbox and then select "Create new subfolder." Name the folder  
  2. Select Settings  at the upper right of the window
  3. Select Mail > Rules > Add rule  
  4. For the Rule
    • Name the Rule
    • For the condition, select "Sender address includes" and add the domain(s)
    • For the action, select "Move to" and select the folder
    • Add additional conditions, actions, and exceptions as you need
    • Check the box to "Run rule now" if you desire
    • Select Save when finished

If you have multiple rules, they will be processed in the order they appear in the Rules window. The top of the list is processed first, with the remaining rules processing from top to bottom.

Outlook Desktop Instructions

There are two versions of the Outlook app for computers, "New Outlook" and "Classic Outlook." New Outlook will be similar to Outlook on the Web. Use those instructions if New Outlook is your version. These instructions will be for Classic Outlook.

For this example we will set up a rule to move emails from another institution to a folder with the same name. Start by opening the Outlook app on your computer.

  1. Create a folder to put the emails in. Right click on Inbox and then select "New Folder." Name the folder  
  2. In the ribbon at the top of the window, select Move > Rules > Create Rule  
  3. Select Advanced Options...  
  4. In Rules Wizard, Step 1, check the box for "with specific words in the sender's address"
  5. In Step 2, click the link "specific words"  
  6. In Search Text, type the domains and click Add to put them in the Search list. Click OK  
  7. Back in Rules Wizard, click Next  
  8. For the action, select the box next to "move it to the specified folder"
  9. In Step 2, click the link "specified"  
  10. Navigate through your mailbox folders and select the folder to move to. Click OK
  11. Select Next  
  12. Add an exception if necessary, then click Next  
  13. In the Finish rule setup page, name the rule and check the box to "Run this rule now.." if you desire. Click Finish. 

If you have multiple rules, they are processed from top to bottom in the Rules and Alerts window. To see all of your rules, select Move > Rules > Manage Rules & Alerts.

Print Article