Quickly Creating Rule In Outlook Application

Introduction 

The University utilizes Microsoft Quarantine System to filter out most of the spam / unwanted emails. Though on occasion an unwanted email may come through such as, 

  • Advertisements, Promotions, and/or just something you would prefer to not come into your Inbox 

 

These instructions provide a quick way in stopping these emails/senders from entering your main inbox

  • Note: These steps will NOT work on the Mobile Application. The Desktop Application or Web Browser is needed for proper completion

 

Jump to Section 

1. Creating Rule in Classic Outlook 

2. Creating Rule in New Outlook or Web Application  

 

Creating Rule in Classic Outlook 

Step 1: Navigate to the Classic Outlook Application. Here you will navigate to an email you desire to not appear in your main inbox

  • Right-Click the desired email, navigate to the "Rules" to open it's Sub-Menu. Within the Sub-Menu ensure you are selecting "Create Rule..." 

Image displays Classic Outlook Application informing the user to navigate to a specific email that is undesired in the main inbox, right-click the email, select the "Rules" pop-out menu and then select "Create Rule...". 

 

Step 2: The Create Rule Window will appear. Ensure the following options are properly selected 

  • When I get e-mail with all of the selected conditions: ensure "From [insert senders name]" option is selected  

  • Do the following: ensure "Move the item to folder: " option is selected with the desired folder 

    • Once "Select Folder" is click-on, a new window to choose the specific folder will appear. Here you are able to select an existing folder or create a new one

Once steps above are completed ensure to select "OK" to continue 

Image displays the create rule window. Here there are multiple red boxes to indicate to the user what they should be selecting. The first red box is indicating to the user to ensure "From ___" option is selected under "When I get email with all of the selected conditions" section. In the "Do the following" section there are a couple more boxes indicating the next steps for the user. The next box ensures the user is selecting the "Move the item to folder" option then selects or creates a folder using the "Select Folder" option.

Image displays the folder selection window. Boxes on the image indicate to the user they may select an already existing folder or they may create a new folder by selecting the "New" button on the right hand side of the window. Once a folder is selected or created and selected, then the user will need to click "OK" to continue.

 

Step 3: The Success page will appear. 

  • Ensure the check box "Run this rule now on messages already in the current folder" is selected then click "OK" to properly complete rule creation  

Image displays the success window. This indicates to the use that the rule was created then prompt the user the option to "Run this rule now on messages already in current folder", there is a box around this checkbox option indicating to the user thy should be enabling this. Once this option is enabled user must click on "OK" to continue and this will create the rule and go through the main inbox to ensure the rule is implemented with all emails, past, present, future.  

 

Creating Rule in New Outlook or Web Application 

Step 1: Navigate to the New Outlook Application or Web Browser. Here you will navigate to an email you desire to not appear in your main inbox

  • Right-Click the desired email, navigate to the "Rules" to open it's Sub-Menu. Within the Sub-Menu ensure you are selecting "Create Rule..." 

Image displays New Outlook Application or the Webpage application since these functional steps would be the same across both. This image informs the user to navigate to a specific email that is undesired in the main inbox, right-click the email, select the "Rules" pop-out menu and then select "Create Rule...". 

 

Step 2: The Window to select a folder will appear  

  • If you would like a new folder in a specific spot in your email: Select "Move to a different folder" option  

    • Here you will be able to select the specific location and even create a "New Folder" if desired, select "Move" once complete 

Once steps above are completed ensure to select "OK" to continue 

Image displays the create rule window. Here there are multiple red boxes to indicate to the user what they should be selecting. The first red box is indicating to the user they may search up a specific folder using the search bar. The next box indicates to the user to select "Move to a different folder..." to continue if you did not search a folder and select it already.

Image displays the "Choose a destination folder" window. Here users may select an already existing folder or select "New folder" to create a new one in the specific spot you would like it. The last box indicates to click "Move" once a folder has been selected to continue.

Image displays the create a rule window again. This time it show that a location folder has been selected. A red box indicates to the user once they confirm their folder was selected properly to click "OK" to continue.

 

Step 3: It will then prompt the "Your rule was created" 

  • Ensure the check box "Run this rule now in inbox" is selected then click "OK" to properly complete rule creation   

Image displays the success window. This indicates to the use that the rule was created then prompt the user the option to "Run this rule now in inbox", there is a box around this checkbox option indicating to the user thy should be enabling this. Once this option is enabled user must click on "OK" to continue and this will create the rule and go through the main inbox to ensure the rule is implemented with all emails, past, present, future.

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