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Free tool

Outlook Rule Builder

Say what should happen to your email, in your own words. Get the clicks for your Outlook version and a checked PowerShell command.

  • Free, no sign-up
  • Nothing you paste is stored
  • AI builds, code checks
Outlook Rule Builder Ready

What you get

Everything the tool shows you, in the order you need it.

Steps for your Outlook

Click by click for new Outlook, Outlook on the web and classic Outlook.

PowerShell for admins

A New-InboxRule command where every parameter is checked against the real list.

The rule spelled out

See the When, Do and Except parts before you build anything.

Notes that save time

Whether it runs on the server or only while Outlook is open, and what to watch for.

About this tool

Outlook rules save a lot of time, but the rule wizard is confusing and the menus changed again in new Outlook. Describe the rule in a sentence, for example move invoices from your accountant to a Finance folder, and this tool writes the click-by-click steps for new Outlook, classic Outlook and Outlook on the web. If you manage mailboxes, it also gives you the New-InboxRule command. Every parameter in that command is checked against the real list, so nothing made up gets through.

How to use it

  1. Describe the rule in one or two sentences: who the emails come from, what they contain and what should happen.
  2. Select Build my rule.
  3. Follow the steps for your Outlook version, or copy the PowerShell command if you are an admin.

Questions people ask

Do rules run on emails already in my inbox?

No. Rules run on new mail. In classic Outlook you can run a rule on existing messages from Manage Rules & Alerts > Run Rules Now.

Why does my rule only work when Outlook is open?

Some conditions and actions are client-only and run in the Outlook app. Rules created in Outlook on the web or with New-InboxRule run on the server.

Can I use the PowerShell command on another user's mailbox?

Yes, if you are an Exchange admin. Connect with Connect-ExchangeOnline and replace the mailbox address in the command.

Is there a limit on rules?

Exchange Online has a rules quota of 256 KB per mailbox, which is usually a few dozen rules. Combining similar rules keeps you under it.

Guides that go with this tool

Step-by-step articles for the problems this tool helps you spot.

How to unhide emails in Outlook when a rule or view hides them Why is my Outlook rule not working? Causes and fixes How to create an Unread folder in Outlook How to automatically flag emails in Outlook How to change the retention policy in Outlook Does delay delivery work when Outlook is closed?
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About-the-Author

Built by Dinesh

Dinesh is an IT infrastructure specialist with more than 20 years of industry experience in email systems, Exchange Server and Microsoft 365 (Office 365). He is the founder of several tech blogs, including MailboxInsights.com, where he writes practical guides based on real work.

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