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IT Support - E-mail Rules - Outlook 2007 (Windows)

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Support type: E-mail: Rules - How to Filter and Organize E-mail
Last updated: Mar 30, 2012
Topic ID: 87

Topic Summary

The following example shows how to automatically move e-mail from DL.STAFF.ALL to a separate folder to review later.

NOTE: Although this example shows messages being redirected to a folder outside your Inbox, the messages in this folder will still contribute to your total mailbox size. You must remember to periodically check for and delete messages in this folder or you will eventually exceed your storage limit.


  1. Start Outlook.
  2. Create a folder to store the e-mail from DL.STAFF.ALL.
  3. In the folder list, select "Mailbox - Your Name."

    In the folder list, select "Mailbox - Your Name."

  4. Select "File -> New -> Folder..."

    Select "File -> New -> Folder..."

  5. Type DL.Staff.All in "Name:" and select "Mailbox - Your Name" for the location of the new folder.

    Type DL.Staff.All in "Name:" and select "Mailbox - Your Name" for the location of the new folder.

  6. The new folder will show in the list under "All Mail Folders."

    The new folder will show in the list under "All Mail Folders."

  7. Select "Tools -> Rules and Alerts..."

    Select "Tools -> Rules and Alerts..."

  8. Click on "New Rule..."

    Click on "New Rule..."

  9. The Rules Wizard dialog box is shown.

    NOTE: Please pay attention to the following step. If skipped, ALL INCOMING E-MAIL will go to DL.Staff.All folder.
  10. This tutorial will use a template.
  11. Select "Move messages sent to a distribution list to a folder."

    Select "Move messages sent to a distribution list to a folder."

  12. Click on the words "people or distribution list" in the bottom window under Step 2.
  13. In the Rule Address dialog box under "Type Name or Select from List" type "dl."
  14. Select "DL.STAFF.ALL" from the list below.
  15. Click the "To ->" button.
  16. Click the "OK" button.

    Click the "OK" button.

  17. Click on the word "specified" in the bottom window under Step 2.

    Click on the word "specified" in the bottom window under Step 2.

  18. Select the "DL.Staff.All" folder created earlier and click the "OK" button.

    Select the "DL.Staff.All" folder created earlier and click the "OK" button.

  19. The window displayed should look like this:

    The window displayed should look like this:

  20. Click on the "Next" button.

    Click on the "Next" button.

  21. The next couple of windows are repeats of what you have completed. No action is required except clicking on the "Next" button.

    The next couple of windows are repeats of what you have completed. No action is required except clicking on the "Next" button.

  22. No action is required except clicking on the "Next" button.
  23. This next section is optional.
  24. You may click on the "Finish" button and the rule will be completed at this time.

    If you do not want the rule to move messages marked with "High Importance" and instead leave those in your inbox follow these additional steps.
  25. Select "except if it is marked as importance."
  26. Click on the word "importance" (either the top or bottom will work).

    Click on the word "importance" (either the top or bottom will work).

  27. Pull the list down, select "High" and click the "OK" button.

    Pull the list down, select "High" and click the "OK" button.

  28. Click on the "Next" button.

    Click on the "Next" button.

  29. Type a name for the rule in "Step 1: Specify a name for this rule" and click the "Finish" button.

    Type a name for the rule in "Step 1: Specify a name for this rule" and click the "Finish" button.

  30. The rule is completed. Click the "OK" button.

    The rule is completed. Click the "OK" button.

  31. Your rule is now set up.