Microsoft 365 (Outlook on the web | Outlook for Windows/MacOS) - Using Inbox Rules
This document will provide instructions on how to use Inbox Rules to direct email flow in Outlook on the web, Outlook for Windows and MacOS.
For example, you can create a rule to automatically move all mail sent to a group you're a member of to a specific folder.
Important:
- For the best consistency, it is highly recommended that you manage Inbox Rules via Outlook on the web. In addition, when you setup a rule in Outlook on the web, the rule will be applied regardless of the client you are using.
- Inbox rules are run from top to bottom in the order in which they appear in the Rules window. To change the order of rules, click the rule you want to move, and then click the up or down arrow to move the rule to the position you want in the list.
- There is no limit to the number of individual Inbox rules that a user can create on their account, but there is a hidden limit to the total amount of space all of a user's Inbox rules can take up on that user's account. When a user approaches that limit while trying to create a new Inbox rule, their client will generate an error message stating there is insufficient space to store all of the rules. If this occurs for you, you will need to delete some of your rules before you can continue.
- If you are linked to a service account or have full-mailbox access to another account, Outlook will automatically automap the account within your profile. You will not be able to manage the inbox rules on these account - you will need to access the secondary account via Outlook on the web to manage the inbox rules.
- If you setup a rule to forward messages, the forwarded messages appear as messages that are forwarded by you. Use a forward message rule when you want the replies to go to the address the messages are forwarded from, and not to the original sender.
- If you setup a rule to redirect messages, the redirected messages appear as though they came from the original sender. Use a redirect message rule when you want replies to redirected messages to go to the original sender.
Manage your rules
Internal Notes
Inbox rule limits: https://technet.microsoft.com/en-us/library/dn790627(v=exchg.150).aspx
Outlook on the web and Outlook desktop client Inbox rules are limited to 256 KB. Each rule you create will take up space in your mailbox. The actual amount of space a rule uses depends on several factors, such as how long the name is and how many conditions you've applied. When you reach the 256 KB limit, you'll be warned that you can't create any more rules or that you can’t update a rule.
Important: O365 team cannot see the amount of space a user is using for rules or will not increase the amount of space used by inbox rules for any specific account!
If a user is receiving a "Couldn't create rule" error, please ask the customer to perform the following:
- Start recording session: Windows | MacOS.
- Start Private Browser Session
- Log into Outlook on the web - https://email.wisc.edu/
- Go to Inbox Rules and create a generic rule
- Name: test1
- Condition: subject includes ---> value=testing
- Action: move to ---> value=select any one of your folders
- Save the rule
- If the issue persists, then stop recording session.
- If issue cannot be replicated, repeat creation of rule using the exact conditions/actions which an error is presented
- stop recording session
- attach the session recording to the case and escalate case to O365 team per handling instructions.
For further details from Microsoft: https://support.microsoft.com/en-us/topic/a-user-cannot-create-new-rules-in-outlook-or-outlook-web-app-b0b21c57-a734-77d7-87fc-479c67752889