How to set rule if subject does not contain certain words in Outlook?

Author: Kelly Last Modified: 2024-07-11

Creating rules in Outlook based on subject keywords is straightforward. But what if you need a rule for emails that do not contain certain keywords in the subject line? This article will show you two easy solutions to manage such scenarios efficiently. Read on to learn how to set up this useful rule in Outlook!

Set rule if subject does not contain certain words in Outlook

Set rule if the subject does not contain certain words with Kutools for Outlook (More criteria and actions)

Set rule if subject does not contain certain words in Outlook

This method will guide you to create an Outlook rule to move emails whose subjects don’t contain a certain keyword. Please do as follows:

1. Select the specified mail folder you will create a rule for, and click Home > Rules > Manage Rules & Alerts. See screenshot:

2. In the Rules and Alerts dialog box, please click the New Rule button. See screenshot:

3. In the Rules Wizard, please click to highlight the Apply rule on messages I receive option, and click the Next button. See screenshot:

4. In the Rules Wizard (Which condition(s) do you want to check?), please click the Next button directly, and then click the Yes button in the popping out Microsoft Outlook dialog box. See screenshot:

5. In the Rules Wizard (What do you want to do with the message?), please do as follows:
(1) check the move it to the specified folder option;
(2) click the linked text of specified in the Step 2 section;
(3) In the Rules and Alerts dialog box specify a mail folder and click the OK button;
(4) click the Next button in the Wizard. See screenshot:

6. Now in the Rules Wizard (Are there any exceptions?), please do as follows:
(1) Check the except if the subject contains specific words option;
(2) Click the linked text of specific words in the Step 2 section;
(3) In the Search Text dialog box, add specified keywords as you need, and click the OK button to close it.
(4) Click the Next button in the Wizard.

7. Now the last Rules Wizard opens. Please:
(1) Name the rule in the Step 1 box;
(2) Check options as you need in the Step 2 section;
(3) Click the Finish button.

And now you will see all emails whose subjects don’t contain certain keywords are moved to the specified mail folder.

8. Close the Rules and Alerts dialog box.

Set rule if the subject does not contain certain words with Kutools for Outlook (More criteria and actions)

With Kutools for Outlook’s Advanced Rules feature, you can set up complex email rules with ease. Today, we’ll show you how to create a rule that filters emails based on subjects not containing specific words. Experience the power and convenience of this feature and see how it can simplify your email management.

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Click Kutools tab, and select Advanced Rules.
In the popping dialog, start by deciding the rule scope. By default, the rule applies to all accounts, but you can customize this setting. Then, click the New button to create a new rule.
Now you start to create the rule.
In the Step 1 of 4 window:
1. Firstly, click the underline next to the subject, then in the popping dialog, choose dose not contain from the dropdown menu and click OK.
2. Then tick subject, prompting the Text Contains dialog to pop up.
3. Click New button, then in the popping Search Text dialog, type the word that you want to use to filter emails in New Search Text section, and click Add button to add it to Search List. Last, click OK button.
  Now the word is list in Text section in Text Contains dialog. If you want to add more words, repeat above step to add them one by one.
4. Click OK to go back to Step 1 of 4 window. You can see the criterion is created.
5. Click Next button to specify the action.
In Step 2 of 4 window, choose one action you want to do after filtering the emails that subject not contain certain words. Here I choose to move them to a specific folder.
Click Next to go to Step 3 of 4 to set the exceptions. Here I skip this to directly click Next to the last step.
In the last step window, specify the rule name and rule remarks, and tick Enable This Rule, click OK.
Now, go back to the Advanced Rules window. Click OK or Apply to complete the rule setting.