How Do I Create Rules in Outlook for Mac? – Quick Guide

Sarabjeet Kaur | olm outlook for mac Software Technology | 4 minutes read | Modified on: 03-11-2026

Managing a busy inbox can be difficult, especially when you receive dozens of emails every day. Some messages are important, while others are newsletters, notifications, or regular updates. If you are wondering how do i create rules in outlook for mac, the good news is that Outlook allows you to organize incoming emails automatically. You can create rules to move emails into specific folders, manage messages from particular senders, and keep your inbox clean without doing everything manually.

In this blog, we will explain how to create, edit, and delete email rules in both New Outlook for Mac and Legacy Outlook for Mac. Let’s go through the steps one by one.

What Are Rules in Outlook for Mac?

Rules are automatic actions that Outlook performs when an email matches certain conditions. You can choose conditions based on the sender, recipient, subject, or other available criteria.

For example, if you regularly receive work updates from your manager, you can create a rule that automatically moves those emails into a folder named “Work Updates.” Similarly, you can organize newsletters, client emails, and other messages without moving them manually.

Using Outlook email rules saves time, reduces inbox clutter, and makes it easier to find important messages.

How to Create Rules in New Outlook for Mac?

If you are using New Outlook for Mac, follow these simple steps to create a rule:

  1. Open Outlook on your Mac. Click Outlook in the top menu and select Settings.
  2. In the Settings window, click Rules to open the rules section.
  3. Click the + Add Rule button to create a new rule.
  4. Enter a name for your rule, such as “Work Emails” or “Newsletters.”
  5. Select a condition for the rule, such as a sender’s email address or a specific word in the subject line.
  6. Choose what Outlook should do when an email matches your condition. For example, you can move the email to a specific folder.
  7. If needed, click Add another condition to add more conditions or select Add an exception to exclude certain emails. Once everything is set, click Save to finish.

How to Create Rules in Legacy Outlook for Mac?

If you are still using Legacy Outlook for Mac, the process is slightly different. The available options may also depend on whether you use an IMAP, POP, or Exchange account.

Here is how you can create a rule in the legacy version.

For IMAP or POP Email Accounts

  1. Open Outlook and click Tools from the top menu.
  2. Select Rules to open the Rules window.
  3. Under Client Rules in the left panel, select your email account type.
  4. Click the Add (+) button at the bottom of the window.
  5. Enter a name for your new rule.
  6. Under “When a new message arrives,” select the conditions you want to apply.
  7. Choose the actions Outlook should perform when an email matches those conditions.
  8. After configuring everything, click OK to save the rule.

For Exchange Email Accounts

  1. Open Outlook and select Tools from the menu bar.
  2. Click Rules.
  3. Under the Exchange Servers section, select your Exchange account.
  4. Under “When a new message arrives,” choose a condition such as From, Recipients, or Subject.
  5. Continue selecting the required conditions using the available dropdown menus.
  6. Click Add search terms and add the terms you want Outlook to identify.

How to Edit an Existing Rule in Outlook for Mac?

Sometimes, you may want to change a rule because your email requirements have changed. Fortunately, editing an existing rule is simple in New Outlook.

  1. Open Outlook and go to Outlook > Settings.
  2. Select Rules from the side navigation pane.
  3. Find the rule you want to update.
  4. Click the three dots (…) next to that rule.
  5. Select Edit rule.
  6. Make the required changes and click Save.

How to Delete or Turn Off a Rule?

If you no longer need a particular rule, you can remove it or temporarily disable it.

  1. Open Outlook Settings and select Rules.
  2. Find the rule you want to remove.
  3. Click the three dots (…) next to it.
  4. Select Delete rule.

If you don’t want to delete it permanently, simply turn off the toggle next to the rule. This disables it without removing your settings.

Convert Your Outlook for Mac OLM Files Easily

If you want to convert your Mac Outlook OLM emails, contacts, tasks, calendars, etc. into other file formats, you can use the CubexSoft Mac OLM Converter Software. It supports multiple file formats like PST, CSV, PDF, ICS, EML, vCard, MSG, DOC, HTML, Office 365, Gmail, IMAP, Thunderbird, Windows Live Mail, G Suite, IMAP Server, Amazon WorkMail, Rediffmail, Zimbra, Yahoo Mail, Outlook.com, and more.

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Final Thoughts

Creating email rules is a simple way to manage a busy inbox and save time. Whether you use the new or legacy version, understanding how do i create rules in outlook for mac can help you organize messages based on your daily email needs.

By setting the right conditions and actions, you can automatically sort important messages, reduce unnecessary inbox clutter, and spend less time managing emails. Just review your rules from time to time to make sure everything is working as expected.