Rules Articles

  • Apply Conditional Formatting to Internal Email

    An Outlook user posed this question: I'm trying to change the color of all of the messages which is coming from the local machine but no luck. Its working...

  • Apply custom views to all folders

    Using Outlook 2010 or 2013? You can use the Apply Current View to Other Mail Folders command on the View ribbon, Change view button. Use the method below to...

  • Automatically Add a Category to Accepted Meetings

    Use a run a script rule to add a category to an Outlook meeting when the attendee accepts the invitation.

  • Avoid duplicate messages caused by Outlook's Rules Wizard

    A user cam to me with this problem: I have 2 email accounts (EmailA & EmailB) and two subfolders (FolderA & FolderB) under my INBOX folder where mail for...

  • Block common email aliases

    While on a business trip I received a frantic call from my daughter because Norton Antivirus kept popping up. She received an email from the postmaster at her college...

  • Conditional Formatting by Contact Category

    How to apply rules or automatic formatting to messages and meetings with people in specific categories.

  • Count Received Emails

    How to display a count of messages received in Outlook today (or received during any period).

  • Create a custom view to list upcoming birthdays

    Display only the birthdays that occur in the upcoming months, by creating a custom view in Outlook's Calendar.

  • Create a Custom View to Show the 'Remind at' Time

    How to create a custom view to print or display the actual date a reminder is set for in Outlook.

  • Create a List of Rules

    Valk Beekman wanted to share this VBA code sample that creates a text file containing a list of the rules used by the default email account. When the rule contains an email address, the address (or display name) is added to the output.

  • Create a rule to delete mail after a number of days

    You can combine a Rules Wizard rule with the AutoArchive feature of Microsoft Outlook to automatically delete messages as they age. There are two ways you can do this:...

  • Create a rule to search for two different phrases in a message

    Direct support for this kind of rule was added in Outlook 2000 and is available in all later versions of Outlook. In Outlook 97 and Outlook 98, it requires...

  • Create a Task from an Email using a Rule

    Create tasks from email as they arrive using a simple script and Rules Wizard. With a slight variation, you can create a task from the message you are reading in the reading pane. Complete instructions and ready-to-use code samples included.

  • Create a view for appointments that don't have reminders

    How to create a view to display appointments that don't have reminders in Outlook.

  • Create rules that apply to an entire domain

    How to create a rule so that all emails from a specific server (example microsoft.com) go into a specific folder.

  • Create rules to sort messages by email account

    Microsoft Outlook contains a rule condition you can use to sort mail received from multiple email accounts. Use the condition "through specified account", select the account and complete the rule.

  • Create views using SQL/DAVX filters

    One of Outlook's little known gems is the SQL filter in the Views Filter dialog. Although it looks confusing and technical, it's surprisingly easy to use. In many cases,...

  • Custom actions in rules

    Custom actions are not included with Microsoft Outlook, but are add-ons in the form of .dll’s created with C++ that add new capabilities to Outlook rules. Examples include printing...

  • Custom Field Formulas: Phone Numbers

    The basics of creating a custom field using a formula For best results, begin with a custom view: From the View menu, find the menu for Define views. In...

  • Disable Outlook's Reading Pane

    How to use Group Policy or a registry key to disable the reading pane in Outlook 2013, 2010, or 2007.

  • Exchange Server's Rules Limitation

    Exchange 2003 and older supports just 32 KB worth of rules. If each rule is small and simple, you might get about 50 – 70 rules when using Outlook...

  • Filter internal mail from external mail

    Create a rule in Outlook to filter messages sent from Internet Addresses when you use Exchange Server.

  • Filter messages forwarded from another user's mailbox

    If you connect to Microsoft Exchange Server and are receiving mail sent to more than one address (for example, both to your own mailbox and to a staff member...

  • Hide messages received more than an hour ago?

    I'd like all items that have been received more than an hour ago (or another period of time) to be marked. Is this possible to do with Automatic formatting?

  • Hide Read Receipts in Conversation View

    How to create a custom view to hide read receipts and non-delivery reports in Outlook's Inbox.

  • How Exchange Assistant Rules Work

    This technical discussion first appeared on the msexchange discussion list on September 6, 1996. Thanks to Scott Briggs of Microsoft to allowing his explanation to be republished here. Technically,...

  • How to Change the Font used for Outlook's RSS Feeds

    If you don't care for Calibri font as the default for RSS feeds, you need to use a macro to change the font (on font size) as the font cannot be changed by the user. We have code samples for both Outlook 2010 and 2007.

  • How to color-code your email as it ages

    Create an Outlook Custom View using Conditional Formatting to highlight messages as they age.

  • How to Copy Outlook Folder Views

    How to use Outlook's Copy Folder Design command to replicate permissions, rules, forms, and views to another folder in your Exchange server profile.

  • How to prevent changes to Outlook views

    Applies to Microsoft Outlook 2013, Outlook 2010, Outlook 2007 It's not hard to image this scenario: you create a custom view, everything is just the way you like it....

  • Mark Sent Items as Read After Copying with a Rule

    When you use rules to move sent messages, the sent items are not marked read when they are copied to other folders. You need to VBA to mark the messages read.

  • My Pet Peeve: Using Rules to Fight Spam

    Color me clueless, but I just can not understand why people are so fixated on using rules to delete spam. It's time consuming to keep the rules updated because...

  • Out-of-Office is missing or grayed out

    The Out-of-Office Assistant is missing Out-of-office Assistant is for Microsoft Exchange mailboxes only. Look for it on the File menu is Outlook 2010 or on the Tools menu in...

  • Outlook Rules Frequently Asked Questions

    Frequently asked question about Outlook's rules wizard.

  • Outlook View Tricks

    How to configure Outlook's Views to hide message preview, remove group by headers, and restore the taskpad.

  • Outlook's Rules and Alerts: Run a Script

    How to use Outlook's Rules Wizard Run a Script action to process messages using VBA. Using Run a Script rules will allow you to use actions not available in the Rules Wizard.

  • Rules and Tools to Filter Junk Mail

    Beginning with Outlook 98, you can use built-in junk mail processing, using either the Organize pane or Rules Wizard. However, results can be less than satisfactory, often putting wanted...

  • Rules in Error and Reply with Template

    This bug was fixed in Outlook 2010 in the July 2011 hotfix. Beginning with Outlook 2007 SP2 (and continuing in Outlook 2010), there is a bug in the rules...

  • Run a Script Rule: Change Subject then Forward Message

    An Outlook user asked how to automatically change the subject of a message and forward it to another address. Using a "run a script" rule is one option and we show you how to do it.

  • Run a script rule: Reply to a message

    Use a run a script rule to autoreply to a message.

  • Run a Script Rule: Send a new message when a message arrives

    How to use a Run a Script rule to have Microsoft Outlook automatically send a new email message using a template to new email addresses when a message meeting specific conditions arrives.

  • Run all Outlook Rules on Startup

    Use an Application Startup macro to run Outlook's client side rules automatically.

  • Run Rules Now using a Macro

    How to use a macro to run Outlook's rules on demand or triggered by a reminder.

  • Running Rules on messages after you read them

    Running rules on messages after reading them in Outlook.

  • Sending Autoreplies to Spammers

    A lot of users ask how to delete email from certain recipients and send an autoreply to them, telling them the message was deleted unread. While it is possible...

  • Server-side vs. Client-side Rules

    You can divide rules into two types - server-side and client-only. Server-side rules are handled entirely by the Exchange Server, independent of the state of the Outlook client. Client-only rules do not execute until the user who created the rule logs in to the Outlook client with the same profile used to create the rule.

  • Show a desktop alert when rules move messages

    Problem: Rules are moving messages to other folders but you'd like to see the desktop alert that shows the sender and subject for a few seconds in the lower...

  • To back up Outlook Rules Wizard rules

    Rules are stored in .rwz files with the name of your profile. However, just copying the .rwz file to another machine doesn’t always work. Instead, export the rules: Choose...

  • To create a rule with wildcards

    How to create an Outlook rules using wildcards.

  • To Make Automatic Reply Rules

    Using Microsoft Outlook, you can create rules to reply automatically to incoming messages with the Rules Wizard and Out of Office Assistant.

  • Understanding the Safe and Blocked Senders lists

    Understanding and using Outlook's Junk Mail Safe Sender, Safe Recipient, and Blocked sender's lists.

  • Use a rule to filter all messages from a mailing list

    In most cases, the distinguishing feature of a mailing list is the To address. Therefore, that’s what you should use to create the rule. The important thing to remember...

  • Using Outlook's Junk Filter with Multiple Accounts

    How to change the Junk Email options in Microsoft Outlook 2010 and Outlook 2013 when you have multiple email accounts configured.

  • Using Outlook's Junk Mail filter

    Junk Mail updates are released monthly. If you aren't using automatic updates, go to Help, Check for updates once a month. In every Microsoft Outlook version since 2003: Junk...

  • Using Rules Wizard

    The Rules Wizard for Microsoft Outlook automatically processes both incoming and outgoing messages. You set conditions similar to those used for Microsoft Outlook filters, then indicate what action(s) you...

  • What Moved a Message to the Junk E-mail Folder?

    How did the message get in Outlook's Junk Email folder? Check the InfoBar.