◆ Outlook · rules

Email Organization

Create an Accounts Payable > 2026 folder structure with subfolders for each month and add a rule that moves incoming v…

2heights
12tasks
6roles do it
See the prompt↓More rules workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Create an Accounts Payable > 2026 folder structure with subfolders for each month and add a…+
Create an Accounts Payable > 2026 folder structure with subfolders for each month and add a rule that moves incoming vendor invoice emails into the correct month based on invoice date, to prevent inbox overflow at month-end.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Build Accounts Payable/2026 with subfolders Jan–Dec, then create a rule to file messages from…+
Build Accounts Payable/2026 with subfolders Jan–Dec, then create a rule to file messages from vendors or with subject containing 'Invoice' into the month folder by reading the invoice date in the subject or attachment name; include a fallback rule that flags unclear files for manual review.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid
The tool
Inbox Rules

Inbox Rules automate email management by applying actions to messages based on defined conditions.

  1. 1

    Right-click a message in your message list to create a rule for it.

  2. 2

    Hover over Rules and then select Create rule.

  3. 3

    Select a condition, and what to do with the message based on the condition.

  4. 4

    Choose the folder where you want to move the emails, if applicable.

  5. 5

    Select OK to create your rule.

    Best practiceFor complex rules or shared mailboxes, use the 'Manage Rules & Alerts' interface.

  6. 6

    Alternatively, go to File > Manage Rules & Alerts for more options.

  7. 7

    Select New Rule under Manage Rules & Alerts.

  8. 8

    Choose a template or select Apply rule on messages I receive > Next.

  9. 9

    Define your conditions, such as 'with specific words in the subject or body'.

  10. 10

    Specify the actions, like 'move it to the specified folder'.

  11. 11

    Click Next, then add any exceptions if needed.

  12. 12

    Name your rule and select Finish to save it.

To manage rules for a shared inbox, open the shared mailbox, then go to Settings > Mail > Rules.

Outlook rules can be automated and managed programmatically using Microsoft Graph API or PowerShell for advanced scenarios.

Glossary

words on this page
Apply rule on messages I receiveAn option to activate an automated email rule for all incoming messages.ExampleYou activate a rule to automatically move all future emails from your boss to a high-priority folder.
New RuleA tool to establish an automated action for emails based on specific conditions.ExampleYou create a new rule to automatically move all emails from 'newsletter@example.com' to your 'Reading' folder.
RulesAutomated actions that process incoming or outgoing email messages based on specified conditions.ExampleA rule automatically moves all emails with 'Invoice' in the subject line to your 'Billing' folder.

The real tasks

6 of them
Create a folder structure and rule that files vendor invoices by month so the inbox doesn't overflow at month-end
Create a mailbox rule to automatically file exhibition RSVPs and vendor invoices so I can find them during event planning.
Create a reusable mailbox rule and folder structure for incoming photogrammetry deliverables so every new project files itself the same way.
Create a folder structure and rules so subcontractor invoices and permits file themselves where I can find them.
Create a folder and a rule that files vendor invoices and production updates automatically so I can focus on design work.
Create a mailbox folder structure and rules so project proposals, vendor invoices and candidate messages file themselves into predictable places.

Who does this

6 roles
Construction ManagerPeople Operations ManagerAccounts Payable ClerkArt TherapistCartographerIndustrial Designer

Questions people ask

honest answers

Because you rarely think 'I want the redaction tool'. You think 'I have to share this without leaking the client's details'. Start from the need, and the feature finds you.

Real. Every job here was drawn from what people in real roles were actually seen doing in Outlook — not a feature checklist.

No. Each page gives you a ready prompt you can paste into an AI assistant, plus the plain steps to do it yourself. Start with either — the goal is the finished job, not the tool.