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How to Create inbox rules in OWA

You can create inbox rules in OWA to automatically execute specific actions on messages as they arrive, based on the criteria you create. For example, you can create a rule that can automatically move all mail sent by a particular contact into a specific folder.

Creating Inbox Rules

Follow these instructions to create/manage your inbox rules:

  1. Log in to your Outlook Web Access.
  2. Click on the Settings/Gear icon at the top right corner of the page then select Options.
  3. Click Mail from the left-hand menu, then click Automatic Processing and select Inbox and Sweep Rules.
  4. Under Inbox Rules, you will find an overview of all the inbox rules you created. Here you can review what a rule does, turn existing rules on or off, create new rules, edit/delete existing rules. Click the plus [+] sign to create a new blank rule.

    Below is a description of the inbox rules options:
    Icon Name Function
    new inbox rule New Click this option to create a new inbox rule.
    edit inbox rule Edit Highlight an existing rule and click this option to view and edit the details of the rule.
    delete inbox rule Delete Highlight an existing rule and click this option to remove a rule.
    move up inbox rule Move Up Use this option to move a selected rule up in the list.
    Rules are processed by the system from top to bottom.
    move down inbox rule Move Down Use this option to move a selected rule down in the list.
    refresh inbox rule Refresh Click this option to refresh the list of rules.
    On Use the check box next to an existing rule to turn it on (if box is checked) or off (if box is not checked).
  5. In the New Inbox Rule page, you will find the following sections:
    Section Description/Action Needed
    Name Enter the name of your new inbox rule.
    You can also leave this blank and the rule will be given a default name according to the criteria and conditions selected.
    When the message arrives, and it matches all of these conditions Use this section to select a criteria for your rule.
    Click the arrow down icon to select a criteria from the drop-down menu. If the criteria has additional options, enter the required information.
    Do all of the following Use this section to select an action you would like to be done when a message meets the set criteria.
    Click the arrow down icon to select an action from the drop-down menu.
    Except if it matches any of these conditions Click Add exception to add additional conditions or actions to a rule.
    Stop processing more rules By default this is turned on.
    If this option is enabled and a message arrives which meets the criteria of more than one rule, only the first rule will be applied. If this option is disabled, all rules whose criteria has been met will be applied to the said message.
    For example, while this option is disabled; if you have a rule that moves all messages sent to a public group to a specific folder and you have another rule that moves anything from your manager to another specific folder, and your manager sends a message to that group, you will find a copy of the message in both folders. If you want to apply only the rule that moves messages from your manager, move that rule up in the list so it is higher than the rule that moves messages sent to the group, then edit the first rule to enable stop processing more rules.

Note: You can also create a rule directly from messages. Simply right-click on the message in the message list pane, then select Create Rule. Or while viewing the message in the reading pane, select the extended menu or the ellipses button […], then select Create Rule.

Congratulations! You have just created new inbox rules in OWA.

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