Answered By: Natsu Asakura
Last Updated: Oct 22, 2018     Views: 89

The following information is for students only and does not apply to staff email.

Rules help reduce manually filing or taking the same action when a similar message arrives. Unlike Quick Steps, rules typically are always on and run automatically. For example, when a message is received from a specified person, it’s automatically moved to the folder that you designate.


1.     Click Setting icon


2.      Click “Mail” Under “your app settings”.



3.    Click “Inbox and sweep rules” under “Automatic Processing”.



4.     Click "Add" icon ( next to pen icon)

5.     Add the name of your “Rule”


6.     Select a condition from dropdown lists

7.     If you would like to add more conditions, click “Add Condition”

8.     Select an action from dropdown lists

9.    Add the condition of the rule (eg: sender’s email, keyword etc), then click “Save”.

10. Select the actions from dropdown lists.

11. If you would like to add more actions, click “Add Action”.

12. If you would like to include the exception, click “Add Exception” and select your desired Exception from dropdown lists. Otherwise, please skip to Step 13.


13. If you would like to add more exceptions, click “Add Exception”.

14. Click “OK”.


“Stop Processing More Rules” is selected by default. This option to stop processing more rules is turned on. With this option on, when a message comes in that meets the criteria for more than one rule, only the first rule will be applied. Without this setting, all rules that the message meets the criteria for being applied.


Each rule you create will take up space in a hidden section of your mailbox. This section is limited to 64 KB. If your rules exceed the limit, please follow the below steps

Ø  Delete rules you no longer need.

Ø  Shorten the names of your rules.

Ø  Combine one or more rules that do the same thing.

Ø  Remove criteria from rules.

 If you would like more details, please see the MS support info via the link below.


                 Reviewed / Updated on 12/3/2018