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How to create rules in Outlook: A complete guide
Blog →
by
Eva Tang
January 19, 2026
· Updated on
Is your Outlook inbox a total mess? You’re not alone. It’s way too easy for email to become a digital dumping ground, making it a real chore to find what actually matters.
But what if you didn't have to sort through all that chaos by hand? Outlook has a pretty handy built-in feature called "rules" that can act as your personal inbox assistant, automatically filing, flagging, and even deleting messages for you.
This guide will walk you through what Outlook rules are and how to set them up in every version of the app (new, classic, web, and Mac).
More importantly, we’ll get into their features and some key limitations, especially when you’re trying to get work done as a team.
Think of Outlook rules as a set of "if this, then that" instructions for your email. You tell Outlook what to look for in a message, and it automatically does something specific.
The goal is simple: save time, cut down on the mental energy a cluttered inbox drains, and make sure you never miss an important message.
But not all Outlook rules are the same. There’s a big difference between server-side and client-side rules, and it can really affect how your automation works.
Rules are also processed in the order they appear in your list, which can sometimes lead to weird conflicts. For example, you might have one rule that moves emails from your boss to a "VIP" folder and another that moves all emails with the word "report" to a "Reports" folder.
What happens when your boss emails you a report? To prevent this, Outlook includes a "Stop processing more rules" option to make sure only the first relevant rule gets applied.
Finally, another limitation to consider is storage space. Exchange Online, the service behind most Outlook accounts, limits the total storage space for all your rules to just 256 KB per mailbox.
Once you hit that ceiling, you cannot create or update any more rules. It sounds like a technical detail, but for power users with lots of workflows, it’s a surprisingly low limit.
The exact steps for creating a rule can be a little different depending on which version of Outlook you’re using. Here’s a breakdown for each one.
The process for the new desktop app and the web version (Outlook.com) is pretty much identical, offering a streamlined experience.
According to Microsoft's official guide, here’s how you do it:
One big limitation to know about: the new Outlook does not support rules for third-party accounts you’ve connected, like Gmail or iCloud. For those, you'll have to set up sorting rules directly with that email provider.
The classic desktop version of Outlook has the most advanced and detailed options, which are accessible through its Rules Wizard.
It’s also where you’ll most likely have to think about the client-side vs. server-side rule difference.
There are two main ways to get started:
The Rules Wizard will walk you through a few steps: choosing a template, setting your conditions (the "if"), picking your actions (the "then"), adding any exceptions, naming the rule, and finally, turning it on.
A really helpful feature here is the option to "Run this rule now on messages already in the current folder." It’s perfect for cleaning up an existing folder right after you create a rule.
Just know that certain actions, like displaying a desktop alert, will trigger a warning that the rule will only run when Outlook is open.
Outlook for Mac recently simplified its approach. To make rules more reliable, it now only supports server-side rules. This means your automation will always work, even when the app is closed.
The trade-off is that you can no longer create rules for client-side actions like playing a custom sound when an important email comes in.
Here’s how to set one up:
Now that you know how to build rules, let’s talk about where they really shine and, more importantly, where they fall short, especially for teams trying to work together.
For managing your own personal inbox, Outlook rules are great. They're particularly good at a few key things:
These features were designed primarily for individual use. When applied to a team setting, certain limitations become apparent.
sales@company.com. This work is manual, which can lead to duplicate replies or missed emails.These limitations show that Outlook rules are primarily for individual productivity. For teams requiring collaborative automation across multiple channels, other tools are available.
For example, platforms like Missive are designed for team collaboration and allow for organizational rules that works across all your channels: email, SMS, WhatsApp, and your whole team.
Rules in Missive can automatically assign conversations in a round-robin, add internal comments for context, and apply shared tags for easy organization.
Here's a video deep dive into the difference between personal rules and organization rules.
While you can use Outlook for free, the full desktop application and its most advanced features, including the powerful Rules Wizard, are part of Microsoft 365 subscriptions. Rules are available in the free web version, but they are most effective within a paid plan.
Here’s a look at the pricing for the most relevant plans, based on Microsoft's official pricing pages.
For Individuals (Annual Subscription):
For Business (Annual Subscription, per user):
To get the full range of rule-making capabilities, especially the advanced client-side options in the classic app, you’ll need a subscription that includes the desktop apps, like Microsoft 365 Personal or Business Standard.
Outlook rules are an excellent tool for taming your personal inbox. We’ve covered how to set them up across every version and what they do best: sorting, prioritizing, and cleaning up your own messages to help you focus.
However, when workflows involve multiple people, the limitations of individual-focused rules become apparent. Workflows requiring shared ownership, clear accountability, and a central place for all customer conversations may require a more robust rule system.
Missive's rules can do everything Outlook rules does and more, especially if you're looking for automations that go beyond managing emails in a single email inbox. Let us show you some of our favorite rules.
Outlook rules are a great way to dip your toe into email automation. If you're ready to level up the inbox automation of your entire team, give Missive a try.
July 2, 2025
Setting up your accounting firm in Missive (the POD model)
Here's how to configure Missive for firm-wide clarity, accountability, and efficiency, especially if you're running pods.
If you're building or scaling an accounting firm, your email system shouldn't be a bottleneck. Missive is a collaborative email platform designed for team-based work, perfect for accounting firms adopting a modern, client-centric workflow. One of the most effective structures is the POD model.
Here's how to configure Missive for firm-wide clarity, accountability, and efficiency, especially if you're running pods.
A POD is a small, cross-functional team, typically 4–6 people, designed to serve a set group of clients. Each pod includes a senior (e.g. manager or controller), one or more juniors, a coordinator/admin, and optionally an offshore or tech specialist. This structure creates:
Each POD should be its own Team Space in Missive. If you have less than 20 clients, you could set up a team space for each client or by each type of client.
If you're more than 20 clients, you might want to set up based on service line (tax, bookkeeping, etc).
This gives each pod its own inbox, chat room, and shared task list.
Each pod needs a clear front door for client emails. You can:
This allows routine client requests to come from a shared firm alias for consistency, but significant communications (e.g. year-end reports or advisory) can come from a named partner.
Missive allows team members can choose the appropriate sender identity on each reply, and you can even manage multiple signatures for different aliases.
Aliases are free and unlimited in Missive. Shared accounts are limited to 5 per user, so if your organization has 10 Missive users, you’re limited to 50 shared accounts.
Pro Tip: Using shared aliases helps maintain continuity when staff change, your clients won’t need to update their address books.
Missive’s rules engine lets you direct emails where they belong:
Example rule for escalating urgent emails:
Use Missive’s permission structure and collaboration tools to mirror pod roles:
This is more direct and less error-prone than relying on the traditional "cc" model, plus, it’s logged, so later you can see “this was assigned to John on Jan 5”.
If something needs a manager's attention, assign it to the manager or add an “Escalated” label.
The visibility of assignments is part of what makes Missive a “shared inbox on steroids,” giving everyone clarity on responsibilities.
Missive offers two strong workflows:
Don’t rely on memory. Let Missive flag important messages:
These automation rules reduce dropped balls and keep client service high.
If you start to add in Rules, especially their AI rules, a number of these steps can be automated.
The POD model lets your accounting firm scale without chaos. Combined with Missive's visibility, rules, and collaboration tools, it becomes a high-trust, high-efficiency operating system for client service.
Missive supports accounting firms with tools to ensure confidentiality and audit readiness:
Yes. Missive works as an overlay to your existing email provider (Microsoft 365, Gmail, etc.). Your team keeps their email addresses and Missive syncs everything in real time, without changing your domain or setup.
A: No. All emails, assignments, and internal comments stay visible to the team. Conversations don’t live in personal inboxes, they live in shared team spaces. You can reassign messages, check history, and maintain continuity easily.
Yes. Missive integrates with ClickUp, Trello, Aircall, HubSpot, and more. You can create tasks directly from emails, log calls, and pull in CRM data, all without leaving the app. Zapier and API access also allow custom integrations.
December 6, 2024
Managing Client Emails – Never lose track of emails again
Discover how agencies, firms, and service companies can manage client emails with ease using Missive.
Discover how agencies, firms, and service companies can manage client emails with ease using Missive. This guide offers practical tips to streamline communication, organize shared inboxes, and improve collaboration. Perfect for teams looking to eliminate email chaos and deliver exceptional client service.
It's the start of another week, and your email inbox looks like it exploded overnight. Messages from clients are piling up – a mix of red-flag emergencies, projects stuck in limbo waiting for your team to weigh in, and threads that are probably scattered across your coworkers' accounts too. Does this hit close to home? Most professionals know exactly what this email overwhelm feels like.
Traditional email wasn't built for modern client service. Whether you're a law firm juggling complex cases, a marketing agency coordinating campaign approvals, or a bookkeeping firm handling time-sensitive financial documents, you know the struggle. Your team is brilliant at what they do, but email chaos can make even the most organized professional feel overwhelmed.
That's where Missive comes in – not just as another email tool, but as your team's command center for client communication.
Think of Missive as your email client on steroids. But instead of just making email faster, it makes it smarter. Here's what I mean:
The first step in managing client cases is to consolidate relevant communication into shared inboxes. This ensures your team has access to the conversations they need to collaborate effectively.
Pro tip Easily stay on top of every message by accessing your team’s shared inbox and filtering by specific criteria like “Assigned to...” Whether you’re monitoring progress or ensuring nothing slips through the cracks, Missive’s filtering options make it simple to keep your communication organized and easy to find.
Use Labels to categorize client communication:
Missive’s Rules can automate this organization by applying labels or tags based on email content or sender.
Client work often revolves around mandates or projects requiring input from multiple experts or teams. Missive’s assignments feature helps you manage this complexity with ease.
Assign Conversations to Individuals or Teams: Direct emails to the appropriate team member or Team Inbox. For example:
Reassign as Projects Evolve: Projects often require input from different specialists at various stages. Missive allows you to change the assignee as needed. For instance:
Use Comments for Smooth Handoffs: Add internal comments to provide context when reassigning tasks, ensuring no details are lost in transition.
This flexibility makes Missive an ideal tool for handling non-linear workflows, ensuring accountability while supporting seamless collaboration.
Save time by creating templates for frequently sent emails, such as:
Missive integrates with popular CRMs, task managers, and other platforms. Alternatively, you can also create your own custom integration to let you access critical client information directly from your inbox.
Missive’s Tasks feature lets you stay on top of deadlines and deliverables:
Pair this feature with Labels to track tasks by client or project.
Some emails require input from multiple team members before they’re sent to clients. Use Missive’s Collaborative Writing feature to work together on sensitive or detailed communications.
This is particularly valuable for legal teams drafting contracts or marketing agencies working on creative proposals.
Missive’s search functionality allows you to quickly find emails, attachments, or notes related to a client or project. Use search operators (Outlook or Gmail) to filter searches by:
Pin frequent searches to the sidebar to make your workflow even more efficient.
If you're tired of email chaos and ready for a more organized, collaborative approach to client communication, Missive might be exactly what you need. Start with these basics, then customize as you go – your future self (and your clients) will thank you.
No more lost emails, no more communication silos, just smooth, efficient client service.
