How to create a rule for organization messages

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Jennifer Murphy

Senior Member
Outlook version
Outlook 2016 64 bit
Email Account
Office 365 Exchange
I belong to a number of professional organizations and associations. Some of them send out an enormous number of messages and have little or no capability to filter them.

I would like to create a Rule to automatically redirect all messages from these organizations to a holding folder (\Inbox\xyz or something) so I can deal with them at my leisure without having them clutter up my inbox. The problem is that they come from a lot of different addresses and, in some cases, different domains.

I learned that I can create a rule based on a list of "From:" addresses, but I believe they must all be entries in my Contact list. I don't have a problem entering each address into Outlook, but each contact only allows 3 email addresses.

Here are my questions:

  1. Is there any way to create a rule that will redirect all messages from an entire domain ("xyz.com") so that it would catch all of these: abc@xyz.com, joe@xyz.com, sally@abc.com, emailblast@xyz.com, ...?
  2. Is there any way to create a rule that will redirect all messages that contain a text string ("xyz") in the sender address so that it would catch all of these: xyz-news@xyz.com, xyz.com@mail41.atl22.mcdlv.net, xyz.com@mail62.wdc05.mcdlv.net, xyz@association-network.com, ...?

Thanks
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange

Jennifer Murphy

Senior Member
Outlook version
Outlook 2016 64 bit
Email Account
Office 365 Exchange
Diane,

I tried to follow those instructions several different times. I can't get it to work. (sigh)

I'm trying to define a rule that will move all messages from anyone at the domain "commonwealthclub.org" to \Inbox2\0 CWClub".

Here's what I did step by step.

  • Tools | Rules and Alerts….
  • Click the New Rule icon (n). The Rules Wizard dialog will appear.
  • In the Start from a template or from a blank rule page,
    • In the Step 1: Select a template box,
      • Select the Move messages from someone to a folder option under Stay Organized group.
    • In the Step 2: Edit the rule description box, there will be two (underlined) hyperlink fields.
      • Click on people or distribution list. The Rule Address dialog will appear listing all contacts.
        • Type “commonwealthclub.org” in the From -> field at the bottom | click OK.
        • The Check Names dialog will appear saying that Office does not recognize the address. That’s OK. Click Cancel. The people or distribution list field will be replaced by commonwealthclub.org.
      • Click on specified. The Rules and Alerts dialog will will appear listing the defined email folders.
        • Select the target folder (\Inbox2\0 CWClub) where you want the messages to be put and click OK.
  • If you don’t want any other options or to run the rule now, click Finish. Otherwise, click Next.

Here's a screen shot of the rule as defined.

If I click through to the last dialog page and click on Run this rule now on messages already in 'Inbox', no messages are moved. There are two such messages in the Inbox. I don't know what will happen to a new message as I haven't received one since I defined this rule.

What did I do wrong?
 

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