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Office 365 (Outlook on the web | Outlook 2016 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 2016 for Windows, and Outlook 2016 for 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, use the instructions below to deactivate or delete some of your rules.

  1. Log into Outlook on the web.
  2. Click Settings Settings located near the top-right corner of the window.
  3. Select Mail from within the 'Your app settings' area.

    Mail settings

  4. Select Automatic processing > Inbox and sweep rules from the left panel menu.

    Inbox and sweep rules

  5. This will open a new page where you can create, edit, sort, and delete your Inbox Rules. Use the buttons above the rules box to interact with them. Click the Save button to save your changes.

    Inbox rules

  1. Select the Mail icon from the navigation bar near the bottom-left corner of the screen.
  2. On the top ribbon, click the Home tab. Then click the Rules button. Click Manage Rules & Alerts... from the context menu that appears.

    Manage rules & alerts

  3. This will open a new window where you can create, edit, sort, and delete your Inbox Rules. Use the buttons above the rules box to interact with them. Click the OK button to save your changes.

    Inbox rules

  1. Select the Mail icon from the navigation bar near the bottom-left corner of the screen.

    Mail icon

  2. On the top ribbon, click the Home tab. Then click the Rules button. Click Edit Rules... from the context menu that appears.

    Edit rules

  3. This will open a new window where you can create, edit, sort, and delete your Inbox Rules. Use the buttons below the rules box to interact with them.

    Inbox rules


Inbox rule limits: https://technet.microsoft.com/en-us/library/dn790627(v=exchg.150).aspx

Outlook Web App and Outlook Inbox rules are limited to 64 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 64-KB limit, you'll be warned that you can't create any more rules or that you can’t update a rule. You can, however, increase the amount of space used by Inbox rules for a user in your organization.

See Also:




Keywords:microsoft ms office365 o365 rule filter folder route direct move condition permission contains message mail attachment sort   Doc ID:73341
Owner:Ara M.Group:Office 365
Created:2017-05-17 11:16 CDTUpdated:2018-04-02 08:26 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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