Managing Inbox Rules in Outlook on the Web and Desktop

As a mailbox account feature, you have the ability to create inbox rules that allow you to take various actions based on specific parameters. Whether you’re using Outlook on the web or the desktop app, this article will guide you through the process of creating an inbox rule and specifying actions such as deleting or redirecting certain messages to specific folders upon receipt. Follow the steps listed below after accessing your respective CSULB email account available via Single Sign-On:

Creating Inbox Rules in Outlook on the Web (Outlook.com):

  1. Access Your Account: Log in to your CSULB email account via Single Sign-On.
  2. Open Settings: Click on the ‘cog’ icon in the upper right-hand corner to invoke the Settings menu.
  3. Search for Rules: In the search bar, type ‘Rules’ and select “Inbox rules” from the filtered options.
  4. Add a New Rule:
  • Click on “Add new rule” from the floating Rules menu.
  • Enter a name for the rule.
  • Select the condition (e.g., “Has attachment” or “Apply to all messages”).
  • Provide the necessary information in the adjacent dialog box to complete the condition (e.g., specify the sender or subject).
  • Under “Add an action,” choose the desired action (e.g., “Move to,” “Forward to,” or “Delete”).
  • Specify the folder or enter an email address if needed.
  • Click “Save” to enable the rule.
  1. Additional Notes:
  • You can designate multiple conditions and actions per rule and add exceptions.
  • By default, the option “Stop processing more rules” is selected. This ensures that only this rule processes emails meeting its conditions.

Checking an Inbox Rule in Outlook on the Web

  1. Open Outlook on the Web

  • Go to Outlook.com or your Office 365 Outlook web app or log in to your CSULB email account via Single Sign-On.
  1. Access Settings
  • Click on the "Settings" gear icon in the top-right corner of the page.
  • At the bottom of the Settings pane, click on "View all Outlook settings".
  1. Navigate to Rules
  • In the Settings window, select "Mail" and then "Rules".
  1. View Rules
  • In the Rules section, you will see a list of all the rules you have created.
  1. Check Rule Details
  • Click on a rule to view its details and edit if necessary.

Deleting an Inbox Rule in Outlook on the Web

  1. Open Outlook on the Web

  • Go to Outlook.com or your Office 365 Outlook web app or log in to your CSULB email account via Single Sign-On

  1. Access Settings

  • Click on the "Settings" gear icon in the top-right corner of the page.
  • At the bottom of the Settings pane, click on "View all Outlook settings".

  1. Navigate to Rules

  • In the Settings window, select "Mail" and then "Rules".
  1. Delete the Rule
  • Find the rule you want to delete and click on the trash can icon next to it.
  • Confirm the deletion if prompted.

 

Creating Inbox Rules in Outlook Desktop App:

  1. Right-Click on a Message: Open your Outlook desktop app.
  2. Create a Rule:
  • Right-click on an existing message you want to create a rule for.
  • Hover over “Rules” and select “Create rule.”
  1. Choose a Folder:
  • Choose the folder where you want messages from that sender (or set of senders) to be moved.
  • If you need more than just moving messages, select “More options” to customize the rule.
  1. Define Rule Conditions and Actions:
  • Every rule needs a name, condition, and action.
  • Add multiple conditions, actions, and exceptions as needed.
  • Optionally, select the “Stop processing more rules” checkbox if you don’t want subsequent rules to run.
  1. Save or Discard:
  • Press “Save” to create the rule or “Discard” to cancel rule creation

Checking an Inbox Rule in Outlook Desktop App:

  1. Open Outlook

  • Launch the Outlook desktop app on your computer.
  1. Go to the Rules Menu
  • Click on the "File" tab in the top-left corner of the screen.
  • In the left pane, select "Manage Rules & Alerts".

  1. View Rules

  • In the "Rules and Alerts" window, you will see a list of all the rules you have created.

  1. Check Rule Details

  • Select a rule and click on "Change Rule" to view the details.
  • You can also click on "Run Rules Now" to manually apply the rule to your inbox.

Deleting an Inbox Rule in Outlook Desktop App:

  1. Open Outlook

  • Launch the Outlook desktop app on your computer.

  1. Go to the Rules Menu

  • Click on the "File" tab in the top-left corner of the screen.
  • In the left pane, select "Manage Rules & Alerts".

  1. Select the Rule

  • In the "Rules and Alerts" window, find the rule you want to delete.

  1. Delete the Rule

  • Select the rule and click on "Delete".
  • Confirm the deletion by clicking "Yes" when prompted.

  1. Apply and Close

  • Click "Apply" to save the changes.
  • Click "OK" to close the window.
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