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How to filter external emails automatically in Outlook?

Let’s say your company assign you an email account for working. Apart from working emails from your colleagues, you may also receive many external emails. For some Outlook users, most of external emails are junks, and they are quite annoying. Here I will talk about how to filter external emails automatically for a certain mail folder in Outlook.

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The following method is about a rule to filter all external email messages from a certain mail folder in Outlook.

Step 1: Shift to the Mail view, open the specified mail folder, and click the Rules > Manage Rules & Alerts on the Home tab.

Note: In Outlook 2007, you can click the Tools > Rules and Alerts.

Step 2: In the Rules and Alerts dialog box, click the New Rule button.

Step 3: In the Rules Wizard dialog box, click to highlight the Apply rule on messages I receive (or Check messages when they arrive in Outlook 2007), and click the Next button.

Step 4: In the second Rules Wizard dialog box,

(1) Check the option of with specific words in the sender’s address;

(2) Click the Specific words to open the Search Text dialog box;

(3) In the Search Text dialog box, enter @ in the first box, click the Add button, and then click the OK button.

(4) Click the Next button.

Step 5: In the third Rules Wizard dialog box,

(1) Check the option of move it to the specified folder;

(2) Click the text of specified;

(3) In the Rules and Alerts dialog box, select the folder that you will move external emails to, and then click the OK button.

(4) Click the Next button.

Step 6: In the fourth Rules Wizard dialog box,

(1) Check the option of except with specific words in the sender’s address;

(2) Click the text of specific words;

(3) In the Search Text, enter @yourdomain.com into the first box, click the Add button, then click the OK button.

Note: Change the @yourdomain.com as your own email domain.

(4) Click the Next button.

Step 7: Now in the last dialog box, enter a name for this rule in the Step 1 box, check the option of Run this rule now on messages already in “Inbox”, and then click the Finish button.

Note: If a dialog box pops out and tells you the rule is client-only rule, just click the OK button to close the dialog box. See screen shot below.

Step 8: Click the OK button to close the Rules and Alerts dialog box.


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Comments (11)
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This comment was minimized by the moderator on the site
That's a nice work around. Thanks for the help.
This comment was minimized by the moderator on the site
Thank you, for long time i was trying to figure out solution and your steps has just helped. Thanks again  

This comment was minimized by the moderator on the site
Thank you! Very Helpful.
This comment was minimized by the moderator on the site
Do you know of anyway to remove the [E] on the subject line from an external contact that is not spam or junk?
Having that [E] on the subject line has been a nightmare for sorting by "subject" rather than received by date or "from".
This comment was minimized by the moderator on the site
Thanks a TON ! it works now.
i was struggling on this because i was skipping "with specified words in senders address" altogether - i thought it was not required at the first place.
This comment was minimized by the moderator on the site
Thank you! Very Helpful.
This comment was minimized by the moderator on the site
It creates a client only rule.. highly unlikely that the rule will run automatically
This comment was minimized by the moderator on the site
Very helpful. No more spam email from vendors.
This comment was minimized by the moderator on the site
GREAT help, thank you!
This comment was minimized by the moderator on the site
Great post. Thanks so much!
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