Edit or fix a broken rule in Outlook (2024)

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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.

New OutlookClassic OutlookOutlook on the webOutlook.com

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.

Edit or fix a broken rule in Outlook (1)

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.

Edit an inbox rule innew Outlook

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

At the top of the page, select Settings.
Select Mail > Rules.
In the rule you want to edit, select Edit .
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 tofix a broken rule:

SelectFile > Manage Rules & Alerts.
If message appears saying you have a broken rule that needs to be modified, select OK.
Select the checkbox box next to the rule marked with an error.
Select the links under Rule description and edit the rule as needed, and then selectOK.

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

SelectFile > Manage Rules & Alerts.
Select the checkbox next to the rule that you want to modify.
SelectChange Rule, select the type of change you want to make, and then complete the steps.

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

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.

Edit or fix a broken rule in Outlook (5)

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:

At the top of the page, select Settings.
Select Mail > Rules.
In the rule you want to edit, select .
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.

Edit or fix a broken rule in Outlook (7)

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:

At the top of the page, select Settings.
Select Mail > Rules.
In the rule you want to edit, select .
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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