How to Automatically Move Emails to Folders Using Rules in Microsoft Outlook

This guide is for small-business employees who use Microsoft Outlook for Microsoft 365 (desktop app) or Outlook on the Web (OWA) and want to reduce inbox clutter. Setting up inbox rules lets Outlook automatically sort incoming messages into folders based on sender, subject, keywords, and more—so you spend less time organizing and more time working.

Outlook Desktop App (Windows)

Step 1: Open the Rules Settings

1. Open Outlook and go to the Home tab.
2. Click Rules, then select Manage Rules & Alerts.

Step 2: Create a New Rule

1. Click New Rule.
2. Choose a template—for example, Move messages from someone to a folder—or select Apply rule on messages I receive under Start from a blank rule.
3. Click Next.

Step 3: Define Your Conditions

1. Select one or more conditions, such as from a specific sender or with specific words in the subject.
2. Click Next.

Step 4: Choose the Action

1. Select move it to the specified folder.
2. Click the folder link in the bottom pane and choose the destination folder.

Step 5: Finish and Save the Rule

1. Give the rule a descriptive name—for example, Move Invoices to Finance Folder.
2. Review the rule summary, then click Finish and OK.

Outlook on the Web (OWA)

Step 1: Open Mail Rules

1. Go to https://outlook.office.com and sign in.
2. Click the Settings gear icon, then select View all Outlook settings.
3. Navigate to Mail > Rules.

Step 2: Add a New Rule

1. Click + Add new rule.
2. Enter a name for the rule—for example, Team Emails.
3. Set your condition—for example, From and enter the sender’s email address.
4. Set the action—for example, Move to folder and select the destination folder.
5. Click Save.

Ideas for Useful Rules

Not sure where to start? Here are a few common rules that help small-business employees stay organized:

• Move newsletters or reports to a Read Later folder.
• Automatically sort billing emails into a Finance folder.
• Route internal team messages to a Team folder.

If you run into trouble setting up rules or need help configuring Outlook for your business, contact the ACS support team.

Common questions

Can I create a rule based on words in the subject line?

Yes. In the Outlook desktop app, when defining conditions during rule setup, you can choose to filter messages that contain specific words in the subject. This lets you route things like invoices, reports, or alerts to dedicated folders automatically.

Do Outlook rules work in both the desktop app and Outlook on the Web?

Yes. Microsoft Outlook for Microsoft 365 (desktop app) and Outlook on the Web (OWA) both support inbox rules. The steps differ slightly between the two, but both allow you to set conditions and actions to automatically move incoming emails to folders.

Will a rule I create in Outlook on the Web also apply in the desktop app?

Rules created in Outlook on the Web are stored on the server side and will apply to incoming mail regardless of which Outlook client you use, as long as the rule is active and your account processes mail through the server.