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

Author: Kelly Last Modified: 2025-04-14

Managing the sent emails efficiently in "Microsoft Outlook" can help keep your mailbox organized. If you frequently send emails to a specific contact group ("distribution list") and want to automatically move copies of those emails to a designated folder, you can create an Outlook rule to automate this process. This guide will walk you through the steps to set up a rule that moves a copy of emails you send to a specific group into a selected folder for better tracking and organization.

Set a Rule for Emails Sent to a Specific Group in Outlook

Set a Rule for Emails Sent to a Specific Group in Outlook

Follow these steps to create an Outlook rule that automatically moves a copy of emails you send to a specific contact group into a chosen folder for better organization.

1. Select the mail folder where you want to apply the rule, then click "Home" > "Rules" > "Manage Rules & Alerts".

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

3. In the "Rules Wizard", select "Apply rule on messages I send", then click "Next".
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4. In the "Rules Wizard (Which condition(s) do you want to check?)" dialog, check "sent to people or public group", then click the linked text "people or public group" in the Step 2 section.
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5. In the "Rule Address" dialog box, select the specified group, double-click to add it to the "To" field, then click "OK".
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6. In the "Microsoft Outlook" prompt, click "Yes", then click "Next" to proceed.
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7. In the "Rules Wizard (What do you want to do with the messages?)" dialog, set the action as follows:

1). Check "move a copy to the specified folder".
2). Click the linked text "specified" in the Step 2 section.
3). In the "Rules and Alerts" dialog box, choose the folder where you want to move the emails, then click "OK".
4). Click "Next" to continue.

8. In the "Rules Wizard (Are there any exceptions?)" dialog, click "Next" without making any changes.

9. In the final "Rules Wizard", configure the rule settings:

1). Enter a name for the rule.
2). Check any additional options as needed.
3). Click "Finish" to activate the rule.

8. Click "OK" to close the "Rules and Alerts" dialog box.

📌 Result: Any email you send to the specified contact group (or any members of the group) will be automatically moved to the designated folder, ensuring better tracking and organization of sent messages. 🚀

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