Solved Outlook Rules

jvickers · Aug 30, 2024

Just curious to see if anyone has used Outlook rules to automatically move emails containing certain words or phrases to the Deleted Items folder. I've been toying around with it trying to get an email address with "preview@" in it to go to the Deleted Items folder and don't seem to be having much success.

If anyone uses Outlook rules, what's your process in using them?

antspants · Aug 30, 2024

Did you try using wild cards for anydomain.? I can’t remember what it is.

Also, it actually varies between Outlook versions. Which version?

Are you using the rules wizard? (2016-2021)

antspants · Aug 30, 2024

I created a domain email address: preview@oneofmydomains.com

I am using Outlook 2021

Select File > Manage Rules & Alerts

1. In rules wizard make sure "Apply Changes to this folder:" is "Inbox [your@emailaddress]"

Click on "New Rule"

2. Click "Apply rule on messages | receive" click "Next>"

3. Click "Specific words in the senders address"

4. At the bottom click "specific words" click 'Next"

5. In the "Search text" box, enter "preview" and click "Add" click OK

6. Select "delete it"

If you want to add more conditions to the rule, click "Next" if you're finished, click "Finish"
If you click "Finish" (which you really should at this point) click "Apply" when applied, click "OK"

I sent an email from preview@oneofmydomains.com and the result was successful.
Email was moved to my deleted folder.

antspants · Aug 30, 2024

I just edited 6.

jvickers · Aug 30, 2024

antspants said:
I created a domain preview@oneofmydomains.com

I am using Outlook 2021

Select File > Manage Rules & Alerts

1. In rules wizard click "New Rule"

View attachment 106683

2. Click "Apply rule on messages | receive" click Next>

View attachment 106684

3. Click "Specific words in the senders address"
4. At the bottom click "specific words" click 'Next"

View attachment 106685

5. In the "Search text" box, enter "preview" and click "Add" click OK

View attachment 106686 View attachment 106687

6. Select "delete it" click "OK"

View attachment 106688

If you want to add more conditions to the rule, click "Next" if you're finished, click "Finish"
If you click "Finish" click "Apply" when applied, click "OK"

I sent an email from preview@oneofmydomains.com and the result was successful.
Email was moved to my deleted folder.

These are the steps I am following, except I just put "preview@". Outlook 365 indicates that you can use the containing word in the email address, which is what I am entering, yet things keep going to my Junk Email folder, which is not what I want for it to do. Wait - my Step 6 has it being moved. I'll have to see if there's a "Delete it" option.

I'll let you know.

jvickers · Aug 30, 2024

antspants said:
I just edited 6.

I just changed it to "delete it". We'll see what happens! Thanks for assisting.

antspants · Aug 30, 2024

OK. If you follow my steps and select the same conditions, you would just add "preview" not "preview@"

antspants · Aug 30, 2024

There is also a possibility that the next time, if it goes to "spam or junk' mark the email as not junk, then it will go to the deleted folder.

Because the spam rule might be beating the created rule to the task.

antspants · Aug 30, 2024

If you want to test, I can use my preview@ address. Send me an email address in a PM if you like. Up to you

rk911 · Aug 30, 2024

jvickers said:
Just curious to see if anyone has used Outlook rules to automatically move emails containing certain words or phrases to the Deleted Items folder. I've been toying around with it trying to get an email address with "preview@" in it to go to the Deleted Items folder and don't seem to be having much success.

If anyone uses Outlook rules, what's your process in using them?

for really on obnoxious spam I use portions of the 'from' e-mail addy im the 'specific words in the message header' option. And that rule is towards the top of my list of nearly 150+ rules.

antspants · Aug 30, 2024

rk911 said:
for really on obnoxious spam I use portions of the 'from' e-mail addy im the 'specific words in the message header' option. And that rule is towards the top of my list of nearly 150+ rules.

None of that makes sense, sorry. Perhaps you clicked the post button by mistake.

The OP is not looking to block words in the message headers, the OP wants to automatically delete emails with specific words in the “from” email address. Specifically “preview”

preview@thisdomain.com
preview@thatdomain.com
preview@anydomainname.com

cheaterslick · Aug 30, 2024

What about rules in OWA (Outlook Web Mail)?

I basically have to go through that in order to use Thunderbird.

rk911 · Aug 30, 2024

antspants said:
None of that makes sense, sorry. Perhaps you clicked the post button by mistake.

The OP is not looking to block words in the message headers, the OP wants to automatically delete emails with specific words in the “from” email address. Specifically “preview”

preview@thisdomain.com
preview@thatdomain.com
preview@anydomainname.com

Snide remark aside, I do precisely that by identifying the email using the rule i described.

Outlook Rules have two parts. First, to identify the offending email and, second, to do something with it.

There are bunches of ways to identify email. The best way I've found over the years has been to have Outlook look for part or all of the words in the sender's email address using the 'Message Header' option of the new rule rather than the 'email address' optiomn and then choose 'permanently delete' as the action. I have found this to be more efficient than using any other identifying option.

Be sure to end each new rule with 'Stop Processing More Rules'.

jvickers · Aug 30, 2024

rk911 said:
Snide remark aside, I do precisely that by identifying the email using the rule i described.

Outlook Rules have two parts. First, to identify the offending email and, second, to do something with it.

There are bunches of ways to identify email. The best way I've found over the years has been to have Outlook look for part or all of the words in the sender's email address using the 'Message Header' option of the new rule rather than the 'email address' optiomn and then choose 'permanently delete' as the action. I have found this to be more efficient than using any other identifying option.

Be sure to end each new rule with 'Stop Processing More Rules'.

What you described is what I have done except the "Stop Processing More Rules". I'll try that also.

antspants · Aug 30, 2024

You don’t need to, but that’s fine. Like I mentioned, the steps I took and the test email I created, delete was successful.

Mark the preview@ email as not spam though.

rk911 said:
Snide remark aside

Wasn’t a snide remark, you hadn’t completed your post when I commented. But I failed to post before you edited. Thats on me.

Headers has nothing to do with this specific rule.

rk911 · Aug 30, 2024

antspants said:
You don’t need to, but that’s fine. Like I mentioned, the steps I took and the test email I created, delete was successful.

Mark the preview@ email as not spam though.

Wasn’t a snide remark, you hadn’t completed your post when I commented. But I failed to post before you edited. Thats on me.

Headers has nothing to do with this specific rule.

It certainly can. I find it more effective to look for the words in the sender's email in the 'message header' oprion than in the 'email address' option. My 150+ rules are all configured that way and sort inbound mail just fine.

Apology accepted.

antspants · Aug 30, 2024

rk911 said:
It certainly can. I find it more effective to look for the words in the sender's email in the 'message header' oprion than in the 'email address' option. My 150+ rules are all configured that way and sort inbound mail just fine.

Apology accepted.

My wife just asked what I was laughing at.

jvickers · Aug 30, 2024

I'm using the sender's email address option. I don't want to accidentally trash a legitimate email using words in the message header. I'm wondering if this isn't working because I'm not trying to block mail going to my inbox but to my Junk Email folder. I'm tired of having to sift through looking for legitimate emails that get sent to Junk Email for whatever reason.

antspants · Aug 30, 2024

That’s correct, blocking a common word in the headers will potentially delete other email.

Yes again. First mark the preview@ email as not junk, create the rule exactly as in post number 3. It’s a specific rule meant for catching & deleting incoming mail with preview in the email address. “preview” not “preview@“

antspants · Aug 30, 2024

In step 1, before clicking new rule, make sure the top line “Apply changes to this folder” says “Inbox [your email address]

Solved Outlook Rules

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