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How to set rule for emails sent to specified group in Outlook?

Author: Kelly Last Modified: 2020-05-27

This article is talking about creating a rule for emails that you sent to specified contact groups in Outlook.

Set rule for emails sent to specified group in Outlook


Set rule for emails sent to specified group in Outlook

Please follow below steps to set an Outlook rule for email sent to the specified group in Outlook.

1. Please select the specified mail folder you will set the Outlook rule for, and click Home > Rules > Manage Rules & Alerts.

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

3. In the Rules Wizard, please click the Apply rule on messages I send option and click the Next button.

4. In the Rules Wizard (Which condition(s) do you want to check?), please check the sent to people or public group option, and click the linked text of people or public group in the Step 2 section. See screenshot:

5. Now the Rule Address dialog box comes out. Please select the specified group, double click to add it to the To box, and click the OK button. See screenshot:

6. Click the Yes button in the popping out Microsoft Outlook dialog box, and then click the Next button in the wizard.

7. Now in the Rules Wizard (What do you want to do with the messages?), please:
(1) Check the move a copy to the specified folder option;
(2) Click the linked text of Specified in the Step 2 option;
(3) In the Rules and Alerts dialog box, please choose a folder you will move emails to, and click the OK button;
(4) Click the Next button in the wizard.

8. Click the Next button directly in the Rules Wizard (Are there any exceptions?) without any settings.

9. In the last Rules Wizard, please:
(1) Name the new rule in the Step 1 box;
(2) Check options as you need in the Step 2 section;
(3) Click the Finish button.

Now all emails you sent to the specified contact group or any members of this contact group will be moved to the specified mail folder.

10. Close the Rules and Alerts dialog box.

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With Kutools for Outlook’s Break Contact Group feature, you can quickly save all or multiple selected members to individual contacts in Outlook.


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Comments (6)
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This comment was minimized by the moderator on the site
When I select the group folder and try to create a new rule, "Add a Rule" is grayed out. Why is that?
This comment was minimized by the moderator on the site
I have created alert rule in outlook and it suppose to send to group distribution list but the message is failing. It seems Group DL in alert rule is not working.
We need to add individual email addreses
This comment was minimized by the moderator on the site
Outlook doesn't seem to process this correctly, unless I expand the group to individual addresses prior to sending. If I just leave the to address as the group, then the action required is not carried out, if I press the + sign and expand the group to individual email addresses then it works fine and the required action is carried out.
This comment was minimized by the moderator on the site
What about sent to 'CC'?
This comment was minimized by the moderator on the site
Just set the rule to CC as required, but note my other comment, on my version of Office 365 it doesn't work unless I expand the group.
This comment was minimized by the moderator on the site
But when you add members to this group, the rule does not update with these members :(
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