How To manage your emails with Outlook Web Access Rules

Most of use MS Outlook at work for exchanging emails. MS Outlook as we know is only a tool which connects to the mail server such as MS Exchange Server and helps us send and receive mails. All the Rules we define on Outlook are only client specific; if you close Outlook or if you shut down your computer, those rules stop working immediately.

Microsoft also provides a web interface for Exchange server which is used by most of the companies to give mail access to employees outside the company network. You can manage your inbox by creating filtering rules on the outlook web app.

Creating Rules with Outlook Web App

Creating a Rule on Outlook Web App will filter the mails as soon as it reaches the Exchange Server, before Outlook on your desktop gets the mail.

To set-up a Rule login to Outlook Web App, Choose Options on the right top and select “Create an Inbox Rule”.

Outlook Web App Options

Outlook Web App Options

You will land in a new page which allows to manage all Outlook Rules.

Outlook Web App Manage Rules

Outlook Web App Manage Rules

You can choose from many available options to create a new Rule.  Let us click on “Create a new rule for arriving messages…” which will give a new window to decide what to do with the arriving mail.

Outlook Web App Inbox Rule Creation

Outlook Web App Inbox Rule Creation

The list is quite exhaustive as you see above. You can choose any item in the “when message arrives” drop-down based on your need  and for each such item outlook asks for supporting input. For example if you choose “It was received from”, then outlook allows you to select an email address from your address book; if the email address  in not available on the address book, there is a text box to manually enter the same.

After deciding what to choose from the first drop-down, we have multiple options for “Do the following:” starting from moving it to a different folder to deleting the message before it reaches inbox. Once done, save the new Rule; from now on the new rule will be in action checking all the emails that flow to your inbox. Any existing Rule can be modified by choosing the “Details” button.

For advanced users, there is a “More Options…” link while creating or modifying a rule. It allows adding multiple actions for a Rule and to add exceptions for the rule. There is a check box at the bottom which says “Stop processing more rules”. Choosing the check-box will disable processing the email with any other matching rules.

Outlook Web App Inbox Rule Advanced Options

Outlook Web App Inbox Rule Advanced Options

 Shortcut way to Create a Rule

Creating a rule by choosing Options is one way; but there is  a faster way to create a rule. Just right click on the mail for which you would like to create a rule.

Create Outlook Inbox Rule Faster

Create Outlook Inbox Rule Faster

This will automatically choose the email address for the new Rule. Just select the action part and and save the Rule.

Leave a Reply