How to Create Email Rules in Outlook 2011 for Mac

Published on June 7, 2015

Rules in Outlook is an action that is applied to the messages that are being sent and received, based on the conditions that are applied by the users. These rules help in organizing all the messages in Outlook Mac in an efficient way. You can set these rules both at client and server level. At server level, you can apply rules if you are hosting the emails on Exchange server. The key points that need to be kept in mind are:

  • All the rules on client level sort mails when they are downloaded through Mac Outlook.
  • The rules on server level sort emails received or sent from iPhone or iPad.

Method to Create Email Rules in Outlook 2011 for Mac

Follow the given mentioned steps to apply rules on emails that are being sent or received on Outlook 2011 for Mac:

  • Open Outlook 2011 for Mac.
  • Click on Tools option and select Rules option from the drop down menu.

  • Select the level on which you want to apply the rules. In case you want to apply rules at server level then select Exchange Server and if you want to apply rules at local client level then select Exchange under On My Computer.

  • Click '+' sign to add new rule.

  • A window named rule will appear.

  • In the Rule Name field type the name of the rule.
    In the When A New Message Arrives section: For example if you want to select rule for receiving all the messages that contain 'Anniversary' in their subject then in the box highlighted in the image, type Anniversary.

    Click on '+' to create the rule.

    In the Do the Following section apply additional parameters by setting category and priority and to which folder the messages should be moved.
  • Check the Enabled option and click Ok.

By following the above steps, rule for sending the messages containing Newsletter in their subject will be moved to a new folder.


At times it happens that due to some issues, Outlook for Mac data needs to be exported to Windows machine in order to access in Windows Outlook. This can happen if the user is planning to migrate from Mac Outlook to Windows Outlook. Since this is not possible manually, therefore a third party solution can be deployed. One such third party solution is Outlook Mac Exporter. The tool efficiently exports all the data items like emails, contacts, calendars, etc. from Mac Outlook to Windows Outlook PST file in a very short amount of time.