How do I create Outlook rules?

To set up an Outlook message rule, right-click a message and select Rules > Create Rule . Choose a condition and an action to take and select OK . To make email rules in Outlook.com , go to Settings > View all Outlook Settings > Mail > Rules > Add New Rule .

How do I remove rules in Outlook?

To delete a rule in Outlook, go to File > Manage Rules & Alerts . In the dialog box that appears, select the rule you want to delete, and select Delete .

How do I edit a rule in Outlook?

To edit an Outlook rule, go to File > Manage Rules & Alerts . Check the box next to the rule you want to edit and click Change Rule . Select the change you want to make and follow the prompts.

How do I clear all rules in Outlook?

To remove all your set rules in Outlook, go to File > Manage Rules & Alerts . Place a check next to all the rules and select Delete . To turn rules off without deleting them, uncheck the boxes.

Software & Apps > MS Office

How to Fix It When Outlook Rules Are Not Working

Run actions and sort messages automatically

By

Tricia Goss

Updated on April 30, 2022

MS Office

Outlook rules are automatic actions performed on incoming email messages. For example, a rule can filter one sender's mail to a certain folder for you to review later.

Setting up these rules can streamline your inbox and help you become more efficient. Troubleshooting common errors helps you fix broken rules so you can get back to a clean inbox.

Instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Microsoft 365.

Causes for Outlook Rules Not Working

Several different and unrelated problems prevent Outlook rules from running automatically or even disabling rules altogether. Any of these may be the culprit:

Rules exceed the rules quota established for your mailbox.
Corruption in send/receive settings file.
Rules set to run on one computer only.
Corruption using a POP3 or IMAP account.

Desk with laptop, tablet, camera and coffee cup — Lost Co. / Unsplash

How to Fix Outlook Rules Not Working

Because several glitches affect whether Outlook rules run automatically, troubleshooting the problem is the best way to get them working again. Here are some of the things you can try:

Size matters in Outlook rules. In many cases, the size available for all your Outlook Rules will be limited to 64 KB or less. It's not a problem if you have several simple rules to run automatically, but if you have many rules, or very complicated rules, size could be your problem. Several of the troubleshooting steps included here will help you reduce the size of your Outlook rules.

Edit and rename your Outlook rule. If your rules have lengthy names, editing them to have shorter names could decrease the size of your existing rules.
Delete old rules. Another way to reduce the overall size of your existing rules is to get rid of those you no longer need.
Clear the Client only or on this computer only checkbox. It's possible that when the rule was created, this setting was selected, which will prevent the rule from working when you access your Outlook account on a different device.
Manage a large number of rules by combining similar ones. Turning several similar rules into a single rule is another way to reduce the overall size of your rules. After you've combined similar rules, delete the unnecessary rules.
Rename or reset the SRS file in Outlook. The SRS file contains the settings you set through the Send/Receive dialog in Outlook.
Reset your rules and test your mailbox for corruption if you're using a POP3 or IMAP account in Outlook. Start by deleting the rule that's not working, then run the Inbox Repair Tool.
Fix corruption using an Exchange account. Turn on Exchange Cache Mode could give you a smoother experience when you connect to your email account because a copy of your mailbox saves to your computer. This local copy offers quicker access to your email messages and other items.

If you're using an Exchange account, deleting the rule, disabling Exchange Cache Mode, then recreating the rule could resolve the glitch. After it's fixed, try enabling Exchange Cache Mode again.

FAQ

How do I create Outlook rules?

To set up an Outlook message rule, right-click a message and select Rules > Create Rule. Choose a condition and an action to take and select OK. To make email rules in Outlook.com, go to Settings > View all Outlook Settings > Mail > Rules > Add New Rule.
How do I remove rules in Outlook?

To delete a rule in Outlook, go to File > Manage Rules & Alerts. In the dialog box that appears, select the rule you want to delete, and select Delete.
How do I edit a rule in Outlook?

To edit an Outlook rule, go to File > Manage Rules & Alerts. Check the box next to the rule you want to edit and click Change Rule. Select the change you want to make and follow the prompts.
How do I clear all rules in Outlook?

To remove all your set rules in Outlook, go to File > Manage Rules & Alerts. Place a check next to all the rules and select Delete. To turn rules off without deleting them, uncheck the boxes.

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