Running rules on non-Inbox folders isn't automatic, but it's feasible. The tutorial demonstrates how to use rule combinations to customize your setup or run rules manually on a chosen folder to maintain your workflow.

Outlook rules serve as a convenient method to keep your mailbox orderly by automatically sorting, shifting, or classifying emails. While most users apply them to manage messages in the Inbox, you might ponder: can you implement a rule on a different folder such as one storing older emails or manually moved messages? The brief response is yes, though with variations depending on the Outlook version you're using. This guide guides you through the procedures.

To effectively run a rule on a particular folder, it's essential to comprehend how Outlook processes email rules behind the scenes. Understanding its logic aids in better controlling how and when rules are applied and prevents confusion if something doesn't function as anticipated.

In classic Outlook (the older desktop version), you can establish rules for both incoming (received) and outgoing (sent) emails. Conversely, the new Outlook and Outlook on the web only support rules for incoming messages.

Technically, Outlook processes rules prior to emails being placed in folders – at the instant the Outlook client receives or sends a message. This is why rules apply to the Inbox or Sent items folders by default, and why executing them on other folders necessitates some manual steps.

What does this imply in practice?

Here's how this logic unfolds across Outlook versions:

• In classic Outlook, you can create and run rules on both the Inbox and Sent Items folders.
• In the new Outlook and Outlook on the web, rules are confined to the Inbox.
• Rule sequence is crucial. If you desire multiple rules to affect the same message, position move to folder rules towards the end; otherwise, earlier rules might not be applied.
• Use the Stop processing more rules option cautiously. Activate it solely when you want a single rule to apply to a message. If you wish several rules to act (e.g., one to categorize and another to move), leave it unchecked.
• If you wish a rule to apply automatically to a folder other than the Inbox or Sent Items, you'll need to:
  • Incorporate multiple actions into a single rule, or
  • Establish several targeted rules and organize them in the proper sequence.

Understanding these specifics assists you in designing rules that operate as you anticipate, particularly when arranging messages in folders beyond the Inbox.

How to manually run an Outlook rule on a specific folder

To apply an email rule to a folder other than Inbox or Sent Items, you'll need to manually run the rule in the classic desktop version of Outlook. This is especially beneficial when handling archived messages, imported mail, or any custom folders you've set up.

Here's how to accomplish it step by step:

1. Access your rules. In classic Outlook, open the Rules and Alerts window by selecting either:

   • File > Manage Rules & Alerts
   • Home tab > Move group > Rules > Manage Rules & Alerts

   

2. Choose the account. If you have more than one email account, select the appropriate one from the Apply changes to this folder dropdown at the top of the dialog box.

3. Open Run Rules Now window. In the Rules and Alerts window, click the Run Rules Now button.

4. Select the rule. In the Run Rules Now dialog box, choose one or more rules you wish to apply, and then click the Browse button.

5. Pick the specific folder. In the folder list that appears, select the folder where you want to execute the rule and click OK.

6. Run the rule on the selected folder. Back in the Run Rules Now window, ensure the folder you've selected appears next to Run in Folder, and then click the Run Now button to apply the rule.

Outlook may require a few moments to process the rule, depending on the quantity of messages in the folder. Upon completion, your selected rule will be applied to all emails in that folder.

Note. This option is accessible solely in classic (old) Outlook. In the new Outlook and web app, there is no way to manually run a rule on a specific folder. Rules in those versions only operate automatically on incoming messages to the Inbox, and there's currently no built-in feature to trigger them on demand for other folders.

How to configure Outlook rule to run on a certain folder automatically

Let's clarify one point upfront: Outlook doesn't provide a built-in method to automatically run rules on a specific folder. Rules are intended to act on emails as they arrive in your Inbox (or when they are sent, in the case of classic Outlook). This implies you can't create a rule that automatically triggers merely because something is placed in another folder, unless you construct the rule with that folder as part of its logic. In essence, you can simulate this behavior by carefully combining actions or by creating multiple rules and managing their order. These methods have limitations, but they can work in some scenarios. Let's examine a couple of practical instances.

Outlook rule to forward emails from a specific folder

Imagine you want to move or copy messages that meet specific criteria to a custom folder, and simultaneously forward those emails to another account or another individual. Here's how you can set that up using rule logic:

Approach 1: One rule with multiple actions

You can create a rule that applies to incoming messages based on a specific condition (such as certain words in the subject), and includes two actions:

• Move the message to a specific folder
• Forward the message to another address

Here's what that might resemble in the new Outlook:

For step-by-step guidance, see How to create email rules in new Outlook.

In classic Outlook, you can set up the same kind of rule. To apply it to emails already in the folder, follow this additional step:

• Prior to creating the rule, select the target folder in the left pane.
• When setting up the rule, in the final step, check the option labeled Run this rule on messages already in 'Folder'.

For the detailed steps, see How to set up email rules in classic Outlook.

Approach 2: Two separate rules to move and forward emails

Another option is to divide the logic into two rules with identical conditions:

1. The first rule forwards the message.
2. The second rule moves the message to a specified folder.

To make this function properly, be sure to:

• Position the forwarding rule before the move rule in the list.
• Do not enable the Stop processing more rules option.

Limitations to bear in mind

Regardless of whether you use a single rule with multiple actions or two coordinated rules, the same limitations apply:

• The rule will only run on incoming messages. For instance, if an email containing "test" in the subject arrives, it will be forwarded and moved to the specified folder automatically.
• The rule won't run on messages already in a folder, unless you're using classic Outlook and enabled that option (one-time run) as illustrated in the example above.
• The rule won't apply to emails you move or copy into the folder manually after they arrive. In that situation, your sole option is to execute the rule via the Run Rules Now feature (classic Outlook only).

These workarounds offer some flexibility, yet they're not flawless. If you frequently require rules to act on messages in other folders, manual running might provide more consistent outcomes.

To summarize: Even though Outlook doesn't support fully automated rules for folders other than Inbox and Sent Items, you're not without alternatives. With a bit of setup and a clear comprehension of how Outlook rules operate, you can still achieve near your desired outcomes. Don't hesitate to experiment with different approaches – minor adjustments can make a significant difference in how efficiently you manage your email.

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