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IT Support - E-mail Rules - Outlook 2010 (Windows)

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Support type: E-mail: Rules - How to Filter and Organize E-mail
Last updated: Mar 30, 2012
Topic ID: 88

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 email from DL.STAFF.ALL.
  3. In the folder list, select "Your Name."

    In the folder list, select "Your Name."

  4. Select the "Folder" tab at the top, then select "New Folder" at the left.

    Select the "Folder" tab at the top, then select "New Folder" at the left.

  5. Type "DL.Staff.All" in "Name:" and Select "Your Name" for the location of the new folder. Click "OK."

    Type "DL.Staff.All" in "Name:" and Select "Your Name" for the location of the new folder. Click "OK."

  6. The new folder will show in the list under the left folder list.

    The new folder will show in the list under the left folder list.

  7. Select the "Home" tab at the top.

    Select the "Home" tab at the top.

  8. Select "Rules -> Manage Rules and Alerts."

    Select "Rules -> Manage Rules and Alerts."

  9. The rules wizard dialog box displays.

    The rules wizard dialog box displays.

  10. NOTE: Please pay attention to the following step. If skipped, ALL INCOMING E-MAIL will go to DL.Staff.All folder.
  11. This tutorial will use a template.
  12. Select "Move messages sent to a public group to a folder."
  13. Click on the words "people or public group" in the bottom window under Step 2.

    Click on the words "people or public group" in the bottom window under Step 2.

  14. In the Rule Address window under "Type Name or Select from List:" type dl.
  15. Select "DL.STAFF.ALL" from the list below.
  16. Click the "To ->" button.
  17. Click the "OK" button.

    Click the "OK" button.

  18. Click on the word "specified" in the bottom window under Step 2.
  19. 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.

  20. 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.

    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.
  25. 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.
  26. Select "except if it is marked as importance."
  27. Click on the word "importance" (either the top or bottom will work).

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

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

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

  29. Click on the "Next" button.

    Click on the "Next" button.

  30. 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.

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

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

  32. Your rule is now set up.