Create rules that apply to an entire domain

Last reviewed on August 16, 2013   —  8 comments

Is there a way to set up a rule so that all emails from a specific server (example microsoft.com) go into a specific folder? I can do it individually each time someone from work emails me but want to set it up so that people from microsoft.com who have never emailed me would automatically go into my MS folder?

The finished ruleYes. You need to enter just the email domain and cancel the Check Names dialog when it appears. The finished rule will look like the image on the right in Rules Wizard.

While this rule trick works in Microsoft Outlook 2010 and 2013, it’s not necessary as Outlook 2010 includes a rule for “specific words in the senders address” which you can use instead. A similar rule exists for ‘words in the recipients address’.

If you want to apply a rule to all mail originating outside of Exchange, use @ in place of the domain name. To apply a rule only to internal email, create a rule that applies to all mail and add an exception for messages with @ in the sender’s address. Internal Exchange email does not use a SMTP address and therefore, does not contain an @ sign. For internal Exchange server mail, use /ou.

Outlook 2010, 2013 “words in the address” method

Create a rule with specific words in the sender's addressIf you are using Outlook 2010 or 2013, you can create a rule “with specific words in the sender’s address“, highlighted in the red box in the screenshot.

Select the condition, click on the underlined words in the lower part of the dialog box then type the domain name you want the rule to apply to.

Note: The two items marked with arrows provide alternate ways to do this and are also available in older versions of Outlook.

Outlook 2003 and up “from people or group” method

Select address in Outlook's Rules Wizard dialogStep 1: Begin creating the rule, using the condition “from people or public group“.

Click in the underlined people or public group at the bottom of the dialog box to open the Rule Address dialog.

Type the domain portion of the address in the Address field at the bottom of the dialog.

To apply this rule to all email from Internet addresses, enter just an @ sign in the From field. Mail originating on your Exchange server will be skipped.

Cancel the choose address dialogStep 2: Click Ok after entering the domain in the address field, then Cancel the Check Names dialog when it appears.

Outlook 2002 and older

Use the Address book pickerThe address book dialog in Outlook 2002, 2000, or 98 looks like the following screenshot. Type the domain in the right pane. (Note: The address dialog in Outlook 98/2000 in Internet mode doesn’t support entering partial addresses.)

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

8 responses to “Create rules that apply to an entire domain”

  1. Alex

    Great, THANK YOU!!!

  2. Michael

    Very helpful Diane! I thought I knew "rules" pretty good, but you've saved me so much!!! Now I have ONE rule for all of my "weekly circular" e-mails to move them all into one folder, instead of a ton of individual rules.!

  3. Rick Sheeley

    Diane, please not this rule does not work for internal addresses AKA people in your own domain on same exchange server. This is a known issue, unaddressed by Microsoft.

  4. Derek

    Diane,

    Could you please provide an example of using /ou with an internal child domain?

  5. Tim Haslett

    With 2013, how can I specify words for just the domain side of the sender's address? I keep getting spam emails from various domains in the .asia top level domain, but I do not want to exclude anyone that may use the word "asia" in their username portion (I know one person that does). Will including the "." in the specific words work in this case, as long as the username does not include the "." before "asia"?

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