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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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  • To post as a guest, your comment is unpublished.
    Akash · 3 months ago
    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.
  • To post as a guest, your comment is unpublished.
    David · 1 years ago
    Thank you! Very Helpful.
  • To post as a guest, your comment is unpublished.
    Analyst · 2 years ago
    It creates a client only rule.. highly unlikely that the rule will run automatically
  • To post as a guest, your comment is unpublished.
    Ishan · 2 years ago
    Very helpful. No more spam email from vendors.
  • To post as a guest, your comment is unpublished.
    Mike · 2 years ago
    GREAT help, thank you!
  • To post as a guest, your comment is unpublished.
    Joe · 3 years ago
    Great post. Thanks so much!
  • To post as a guest, your comment is unpublished.
    Jeffrey · 3 years ago
    Thanks, it's a nice workaround to the fact that there's no "not from X" feature.