Rule to move all correspondence on some subject to the specific folder

Outlook 2016 2013 2010 2007 2003
Use Outlook rules to copy all incoming messages to the specified folder. E.g., copy all emails about the SAP to the SAP project folder.

Outlook for Microsoft 365 offers two different ways to create a rule:

First way: a handful of ways to create a rule

On the Home tab, in the Move group, click Rules and then select Create Rule...:

Create Rules in Outlook 365

In the Create Rule dialog box:

  • In the When I get email with all of the selected conditions group, check the Subject contains checkbox and type the search text (for this example, SAP)
  • In the Do the following group, check the Move the item to folder check box and choose the folder using the Select Folder... button:
Create Rule in Outlook 365

To use another options, you can click the Advanced Options... button and use Rules Wizard.

Second way: use the Rules Wizard

To create a rule using the Rules Wizard, do the following:

   1.   Open the Rules and Alerts dialog box by doing one of the following:

  • On the File tab, in the Info view, click the Manage Rules & Alerts button:
    Manage Rules and Alerts button in Outlook 365
  • On the Home tab, in the Move group, click Rules and then select Manage Rules & Alerts...:
    Rules in Outlook 365

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

Manage Rules and Alerts button in Outlook 365

   3.   Choose the Move messages with specific words in the subject to a folder option, click Next >:

Rules Wizard in Outlook 365

   4.   Choose the condition with specific words in the subject and click specific words in the Step 2 text box, add SAP to the search text:

Rules Wizard Step 2 in Outlook 365

   5.   Click OK when you finish adding the phrases to the search text and then click Next > to choose your action.

   6.   Choose move it to the specified folder in Step 1 and click specified in Step 2 and choose SAP project folder, click Next >:

Rules Wizard choose a folder in Outlook 365

   7.   You probably don't want any exceptions, so click Next > again, name your rule, and click Finish.

See also this tip in French: Règle pour déplacer toute la correspondance avec des mots spécifiques dans l'objet au dossier spécifique.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.