If you've set up a rule to manage messages in your Outlook inbox and it doesn't seem to be working, there are a few ways to diagnose the issue.  

First, check which version of Outlook you're using. If you see File on the top of the screen, you're using classic Outlook. If not, you're using either new Outlook, or a version on the web. Find your version below and follow the instructions.

Fix a rule in new Outlook 

Not all rule conditions or actions available in classic Outlook work the same way in new Outlook. One reason a rule might not work in new Outlook could be that it was a client-side rule migrated from classic Outlook. This means the rule conditions and actions occurred only on your device, rather than on the mail server. 

When this happens, your rule shows an alert that says, This rule can't be edited or viewed A rule with client-side conditions or actions cannot be viewed or edited.

If a rule appears with this alert, you won't be able to edit or view it. Try creating the rule again in new Outlook — see create a rule in new Outlook. In many​​​​​​​ cases this will be enough, but it can also depend on what you want the rule to do because some actions or conditions aren't currently supported.

For example, if you're trying to recreate the rule in new Outlook and you don't see the condition or action you previously used in classic Outlook, this means that action isn't currently supported.

Note: New Outlook doesn't support client-side rules. Learn the difference between server-side and client-side rules.

Edit an inbox rule in new Outlook

In cases when you'd like a rule to behave differently, you can edit it: 

  1. At the top of the page, select Settings .

  2. Select Mail > Rules.

  3. In the rule you want to edit, select Edit edit.

  4. Press Save to save your edited rule.

Fix a rule error in classic Outlook

When a rule isn't working in classic Outlook, it will be highlighted in red and labeled with "Error" when you view your rules and alerts. 

Here's how to fix a broken rule:

  1. Select File > Manage Rules & Alerts.

  2. If message appears saying you have a broken rule that needs to be modified, select OK.

  3. Select the checkbox box next to the rule marked with an error.

  4. Select the links under Rule description and edit the rule as needed, and then select OK.

    Fix a broken rule

Change the settings, name, location or behavior of a rule

  1. Select File > Manage Rules & Alerts.

  2. Select the checkbox next to the rule that you want to modify.

  3. Select Change Rule, select the type of change you want to make, and then complete the steps.

    Change rule options

    Note: To delete a rule, in the Rules and Alerts dialog, check the box next to the rule, and then select Delete.

Fix a rule in Outlook on the web 

Not all rule conditions or actions available in classic Outlook work the same way in Outlook on the web. One reason a rule might not work in new Outlook could be that it was a client-side rule migrated from classic Outlook. This means the rule conditions and actions occurred only on your device, rather than on the mail server. 

When this happens, your rule shows an alert that says, This rule can't be edited or viewed This rule can't be edited or viewed in Outlook on the web  

If a rule appears with this alert, you won't be able to edit or view it. Try creating the rule again in Outlook on the web, see create a rule in Outlook on the web. In many cases this will be enough, but it can also depend on what you want the rule to do because some actions or conditions aren't currently supported.

For example, if you're trying to recreate the rule in Outlook on the web and you don't see the condition or action you previously used in classic Outlook, this means that action isn't currently supported.

Note: Outlook on the web does not support client-side rules. Learn the difference between server-side and client-side rules.

Edit an inbox rule in Outlook on the web

In cases when you'd like a rule to behave differently, you can edit it: 

  1. At the top of the page, select Settings .

  2. Select Mail > Rules.

  3. In the rule you want to edit, select edit.

  4. Press Save to save your edited rule.

Fix a rule in Outlook.com 

Not all rule conditions or actions available in classic Outlook work the same way in Outlook.com. One reason a rule might not work in Outlook.com could be that it was a client-side rule migrated from classic Outlook. This means the rule conditions and actions occurred only on your device, rather than on the mail server. 

When this happens, your rule shows an alert that says, This rule can't be edited or viewed Some types of client-side rules that migrated from classic Outlook cannot be edited or viewed in new Outlook.

If a rule appears with this alert, you won't be able to edit or view it. Try creating the rule again in Outlook.com, see Create a rule in Outlook.com. In many cases this will be enough, but it can also depend on what you want the rule to do because some actions or conditions aren't currently supported.

For example, if you're trying to recreate the rule in Outlook.com and you don't see the condition or action you previously used in classic Outlook, this means that action isn't currently supported.

Note: Outlook.com does not support client-side rules. Learn the difference between server-side and client-side rules.

Edit an inbox rule in Outlook.com

In cases when you'd like a rule to behave differently, you can edit it: 

  1. At the top of the page, select Settings .

  2. Select Mail > Rules.

  3. In the rule you want to edit, select edit.

  4. Press Save to save your edited rule.

The difference between server-side and client-side rules

Rules are either executed before a message or item reaches your device (server-side) or when the message or item arrives on your device (client-side). The way rules are executed depends on which conditions and actions are included in them. 

New Outlook doesn't support client-side rules.

Server-side rules

Client-side rules

Server-side rules use conditions and actions handled by the Exchange server, and these rules run whether or not you log in to Outlook on your computer. Here’s an example of a server-side rule:

From <people or distribution list in the GAL or your contacts list>, move it to the <specified> folder

This rule uses all Exchange server information, like moving a message from a sender who’s in a Global Address List to a specific folder that’s in your Exchange mailbox. Server-side rules can move mail to a specified folder, for example, when that folder also exists on the server. A server-side rule cannot move mail to a folder that only exists on your device. 

Important: Only classic Outlook supports client-side and server-side rules. New Outlook, Outlook on the web and Outlook.com only support server-side rules.

Client-side rules have at least one condition or action that uses an Outlook feature, and they don’t run until you log into classic Outlook for Windows with the account that you used to create the rule. For example, this is a client-only rule:

From <people or distribution list>, flag message to <play a sound>

In this example, you ask the rule to play a sound when you receive a message, and this condition can be performed only by Outlook, which makes it a client-only rule.

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The following client-side conditions and rules are only supported in classic Outlook.

Examples of common conditions specified in a rule that make it a client-side rule:

Examples of common actions specified in a rule that make it a client-side rule:

  • With specific words in the subject

  • Marked as importance

  • Marked as sensitivity

  • Flagged for action

  • With specific words in the body

  • With specific words in the message header

  • With specific words in the recipient’s address

  • With specific words in the sender’s address

  • Assigned to category

  • Assign it to the category

  • Permanently delete it

  • Flag message for follow up at this time

  • Clear the message flag

  • Print it

  • Play a sound

  • Mark it as read

  • Display a specific message in the new items alert window

  • Display a desktop alert

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Feature

Classic Outlook

New Outlook

Apply retention policy

Available

Available

Apply rule to message I receive

Available

Available

Assign to specific category

Available

Partially available

Assigned to _______ Category

Available

Not supported

Categorize

Available

Available

Clear categories

Available

Not supported

Clear message’s flags 

Available

Not supported

Copy

Available

Available

Defer delivery by x minutes

Available

Not supported

Delete

Available

Available

Display a custom message in New Item Alert window 

Available

Not supported

Display a desktop alert

Available

Upcoming

Flag with specific time  

Available

Not supported

Form type

Available

Not supported

Forward as attachment

Available

Available

Forward to

Available

Available

From

Available

Available

Has attachment

Available

Available

I'm not on the To line

Available

Available

I'm on the CC line

Available

Available

I'm on the To line

Available

Available

I'm on the To or CC line

Available

Available

I'm the only recipient

Available

Available

Mark as importance

Available

Available

Mark as Junk

Not Supported

Available

Mark as read

Available

Available

Mark as read

Available

Available

Mark with importance

Available

Available

Marked with importance

Available

Available

Marked with sensitivity

Available

Available

Message size: At most

Partially available

Available

Message body includes

Available

Available

Message header includes

Available

Available

Message includes flag

Available

Available

Message size: At least

Partially available

Available

Message Type: Automatic reply

Available

Available

Message Type: Automatically forwarded

Available

Available

Message Type: Encryption

Available

Available

Message Type: Event responses

Available

Available

Message Type: Meeting invites

Available

Available

Message Type: Non-delivery

Available

Available

Message type: Permission controlled

Available

Available

Message type: Read receipt

Available

Available

Message Type: Request for approval

Available

Available

Message type: Signed

Available

Available

Message type: Voicemail

Available

Available

Move to

Available

Available

On this computer only

Available

Not supported

Permanently delete 

Available

Not supported

Play a sound

Available

Upcoming

Print it 

Available

Not supported

Received: After

Partially available

Available

Received: Before

Partially available

Available

Recipient address includes

Available

Available

Redirect to

Available

Available

Reply with specific template 

Available

Not supported

RSS Feeds

Available

Not supported

Send an automatic server reply

Available

Not supported

Sender address includes

Available

Available

Sender in _____ address book

Available

Not supported

Sender is in specified address book

Available

Not supported

Specific words in recipient's address

Available

Available

Stop processing more rules

Available

Available

Subject includes

Available

Available

Subject or body includes

Available

Available

Through the specified account

Available

Partially available

To

Available

Available

Uses form

Available

Not supported

With selected properties of documents or forms

Available

Not supported

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