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Create rules that apply to an entire domain

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› Outlook › Rules, Filters & Views › Create rules that apply to an entire domain

Last reviewed on March 16, 2017     44 Comments

Applies to: Outlook 2016 (Win), Outlook 2013, Outlook 2010

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 up, 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'.

To apply a rule only to internal Exchange 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. If you don't want to use Exceptions, you can look for /ou in the address instead.
Rules for mail from Exchange server

Outlook 2010 and up "words in the address" method

If you are using Outlook 2010 and up, you can create a rule "with specific words in the sender's address", highlighted in the red box in the screenshot.
Create a rule with specific words in the sender's address

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.

If you want to apply a rule to all mail originating outside of Exchange Server (including Office 365 Exchange Online), use @ in place of the domain name in this rule.

Outlook 2003 and up "from people or group" method

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

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.

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

Create rules that apply to an entire domain was last modified: March 16th, 2017 by Diane Poremsky
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About 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.

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Stef Joosten (@guest_220487)
August 14, 2023 1:08 am
#220487

I have the same problem on Outlook for Mac, vs. 16.75.1. I can find no way to do this. Can anybody help?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Stef Joosten
August 15, 2023 7:49 am
#220495

Are you using New Outlook or Legacy Outlook?

What is not working?

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0
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Camille (@guest_220591)
Reply to  Stef Joosten
September 15, 2023 7:27 am
#220591

@stef, check in the Keywords section of the dropdown, and select 'Sender address includes' - Worked for me!

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Kevin (@guest_219960)
January 8, 2023 9:08 pm
#219960

Thank you!

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Chris Notley (@guest_217312)
December 17, 2020 2:58 am
#217312

Fantastic, just what I needed Diane!

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Maggie Hedrick (@guest_215968)
September 25, 2020 9:30 am
#215968

I created a rule for student emails (specific domain) and it is an auto-reply but it is only sending the first time a student emails, rather than each time if they email more than once. Why is the rule not applying each time if the address should still be included in the rule?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Maggie Hedrick
December 17, 2020 8:46 am
#217313

That is how autoreplies work in outlook. You will need to use a 'run a script' rule to replay to every message. https://www.slipstick.com/developer/run-a-script-rule-autoreply-using-a-template/

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Jerry Peres (@guest_215319)
June 2, 2020 1:59 am
#215319

Thank you for sharing good knowledge and information. It's very helpful and understanding as we are looking for this information for a long time.

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SAL (@guest_214013)
September 26, 2019 4:54 pm
#214013

Please add instructions for OWA too.

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0
Reply
Nate Olsen (@guest_210100)
January 24, 2018 6:49 pm
#210100

NOTE: the "words in address" rule block seems to create a client-only rule.

If *@domain.com or @domain.com work perfectly fine in the "from sender" rule block, I'd say that's a preferred method since it's a server-side rule.

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Reply
JASIM PERINGATTUTHODI (@guest_213452)
Reply to  Nate Olsen
June 16, 2019 1:11 am
#213452

*@domain.com or @domain.com rules not working

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Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  JASIM PERINGATTUTHODI
June 16, 2019 1:17 am
#213454

Are you using words in the header or words in the message header rules? Are the message being picked up by the junk mail filter first?

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Richard (@guest_209000)
October 15, 2017 7:13 pm
#209000

Thanks for pointing out the usefulness of the "with specific words in the sender's address" or "recipient's address". Voila! Problem solved.

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0
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