Indiana University
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Using rules to handle incoming mail

You can use Outlook Inbox rules to forward, filter, or move incoming mail. To set up a rule in Outlook 2003 or 2007 to automate the handling of mail:

  1. Log into Outlook.

  2. From the Tools menu, select Rules and Alerts....

  3. If you have more than one email account, in the "Apply changes to this folder" drop-down menu, click the Inbox you want.

  4. Click New Rule.

  5. To use a template with pre-specified actions and conditions, select the template you want.

    To create the rule by specifying your own conditions, actions, and exceptions:

    • In Outlook 2007, under "Start from a blank rule", select Check messages when they arrive or Check messages after sending. Click Next.

    • In Outlook 2003:

      1. From a blank rule, click Start, and then click Next.
      2. Under "Select when messages should be checked", select Check messages when they arrive or Check messages after sending. Click Next.

    Note: This option is not available when you create a rule for a public folder.

  6. Follow the rest of the instructions in the Rules Wizard.

  7. If you want to run this rule on messages already in one of your folders, check Run this rule now on messages already in folder on the last page of the Rules Wizard, where folder is the name of the target folder.

    To have this rule apply to all your email accounts and Inboxes, check Create this rule on all accounts on the last page of the Rules Wizard.