Outlook Rules in a Group

Hi Aazza18,

Thank you for posting on Microsoft Forum.  

Based on you description, I understand that you want to set rules in a group inbox so that when an email comes in it categorizes the email and moves it into a different outlook folder.

Please follow below steps to set an Outlook rule for email sent to the specified group in Outlook.

1. Please select the specified mail folder you will set the Outlook rule for and click Home > Rules > Manage Rules & Alerts.

2. In the Rules and Alerts dialog box, please click the New Rule button > In the Rules Wizard > Click the Apply rule on messages I send option and click the Next button.

3. In the Rules Wizard (Which condition(s) do you want to check?), please check the sent to people or public group option and click the linked text of people or public group in the Step 2 section.

4. Now the Rule Address dialog box comes out. Please select the specified group, double click to add it to the To box, and click the OK button, and then Click the Yes button in the popping out Microsoft Outlook dialog box, and then click the Next button in the wizard.

5. Now in the Rules Wizard (What do you want to do with the messages?), Check the move a copy to the specified folder option, Click the linked text of Specified in the Step 2 option, In the Rules and Alerts dialog box, please choose a folder you will move emails to, and click the OK button, Click the Next button in the wizard.

6. Click the Next button directly in the Rules Wizard (Are there any exceptions?) without any settings, then in the last Rules Wizard, Name the new rule in the Step 1 box; Check options as you need in the Step 2 section; Click the Finish button.

And refer to Organize email by using folders (microsoft.com) for more.

Looking forward to hearing from you.

Best Regards,

De Paul

Hi Aazza18,

I'm writing to follow up on this thread. Please do not hesitate to contact us if you need any additional assistance or information.

Regards,

De Paul

Hi De Paul,

Thank you for the answer to the above question, I have another question if you wouldn't mind answering.

When setting up rules in a group inbox on outlook, for example When an email is received in the group inbox, move the email to a specific folder etc. Will this rule stay in affect when the person who set up the rule in the group inbox turns off their computer? Does outlook have to be open etc on said person's account for the rule to run?

Hi Aazza18,

If the rules are Outlook client-based, they will only be executed when Outlook is open and downloading mail from the server to the local folders.

Regards,

De Paul