Here's a comprehensive guide on how to create your own email rules in the new Outlook and the web version of Outlook 365.
If you've become accustomed to using rules in classic Outlook to manage your email flow, you'll be pleased to know that the new Outlook also includes this feature. Despite some differences in the setup process and a slightly reduced set of options, you can still create rules to automate the sorting of your emails and keep a tidy inbox.
Like the classic Outlook desktop app, the new Outlook lets you set up rules to manage your emails, but with a few less options. To grasp the nuances, you need to understand the difference between the server-side and client-side rules, and what you can and can't do with them.
Server-side rules work directly on the server, so they run whether or not Outlook is open on your computer. These are the kind of rules you'll find in Outlook on the web and the new Outlook app, which is pretty much a web client in disguise (a wrapper over the web client). They're great for organizing your emails - flagging the important ones, sorting them into categories, or moving to folders, all done on the server as soon as your emails come in.
But here's the catch: client-side rules, like printing emails or setting reminders, aren't available in the new Outlook or Outlook 365 online. That's because these rules need the Outlook client running on your computer to work. For example, you can't play a sound or print an email if you've logged into your Outlook account from a different computer that doesn't have a printer or speakers. Even if you could, in theory, set up such a rule, it won't work because there won't be any technical way to execute it.
So, while classic Outlook with an Exchange server has both server-side and client-only rules, in the new Outlook only server-side rules are available.
Examples of new Outlook rules:
In the new Outlook and Outlook on the web (also known as Outlook 365 online), rules are applied to incoming messages that you receive.
To create an email rule for your Inbox, this is what you need to do:
For instance, select "Forward to" as an action, and then specify the email address of the recipient.
Done! You've successfully created a rule in the new Outlook, allowing you to manage your email flow according to your specified criteria.
Tip. In Outlook.com, the process of creating an email rule is essentially the same. While slight differences in the option names may exist, they don't hinder the understanding of overall functionality or the rule creation process.
The new Outlook also has a convenient feature to swiftly create a rule directly from an existing email, which is particularly useful for managing all messages from a specific sender. Here's how to do it:
With these simple steps, you can promptly organize your inbox by creating rules directly from messages.
To change, remove, or rearrange existing rules in new Outlook and Outlook 365 online, open the rule menu (Settings > Mail > Rules). From there, you can perform various actions:
To edit an existing rule, click the pencil icon next to the rule. This will open the Rules Settings menu where you can modify the rule's conditions and behavior.
To turn off the rule when you don't need it, toggle the switch box to the left of the rule. When you need the rule again, simply toggle it back on.
To permanently delete the rule, click the trashcan icon.
In the new Outlook, email rules are applied to incoming messages based on their order in the rules list.
To adjust the order in which rules are executed, use the Up or Down arrows to move a rule up or down in the list.
By default, rules trigger on incoming emails after creation. To apply a rule to the messages that are already in your inbox, click the Run button next to the rule.
Having trouble with rules in the new Outlook and web app? There can be various reasons behind it. Sometimes, rules don't work because they’re set up wrong, conflict with other rules, or they're just turned off. But a couple of big reasons stand out in the new Outlook and web version.
In the transition from classic Outlook to the new Outlook or web platform, you'll find out that client-side rules (such as follow-up or print emails) are not supported, as they rely on the Outlook client running on your computer. Since the new Outlook and web version don't use the client, these rules get disabled and show an error message indicating their incompatibility. Unfortunately, there is no workaround to make client-side rules function in the new Outlook or web app.
If you've got more than one account, you need to set up rules for each one separately. You can check which account you're setting rules for in the top right corner of the Settings menu.
In the new Outlook, you can't make rules for Gmail or Yahoo accounts because Outlook's rules are designed to work with emails hosted on Microsoft's servers, while external email services like Gmail or Yahoo have a different infrastructure and their own set of rules and filters.
While these are the primary issues affecting rules in the new Outlook and web, there might be other reasons why your rules don't work. For further troubleshooting, please check out Why rules are not working in Outlook: reasons and fixes.
And there you have it – a straightforward guide to setting up and fine-tuning your own rules in both the new Outlook and Outlook 365 Online. Feel free to play around with different criteria and actions to find the perfect combination that works for you. A bit of experimentation and adjustment here and there, and you'll be navigating your inbox like a pro, leaving more time for the things you love instead of sorting emails.
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