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MS Outlook Rule Setting

Anonymous
2025-02-12T21:23:37+00:00

I am trying to set up a rule in Microsoft Outlook (legacy) to automatically move emails from certain email addresses to folders. Have been unsuccessful so far as the emails continue to show up in inbox, not specified folder. Anyone have any ideas?

Outlook | MacOS | Legacy Outlook for Mac | For business

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  1. Anonymous
    2025-02-19T06:43:36+00:00

    Thank you for your update.

    Setting rules on Gmail Web is indeed a better choice, as I mentioned earlier. Using Webmail's automated rules to handle emails directly is more effective and stable since it runs on the server and does not depend on the application running.

    I'm very glad that it worked for you. If you find my response helpful, you can mark it as "Yes." This will provide valuable experience and reference for other members of the community. Thank you very much for your contribution. Have a great day.

    Best Regards, 

    Zachary.W - MSFT | Microsoft Community Support Specialist

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  1. Anonymous
    2025-02-15T02:52:51+00:00

    I asked a friend of mine to help and he said I had to set up the rule in my Gmail account on the web, not in outlook. It’s called “filter” not “rule” in the Gmail. It worked!

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  2. Anonymous
    2025-02-15T01:50:41+00:00

    If you set up rules in Legacy Outlook, you will find that the rules are divided into server rules and client rules. Server rules are used to add rules that run online for Microsoft accounts, while client rules are used to add rules that run based on the Outlook application. In client rules, you will find that the rules are categorized based on account types, such as Exchange/IMAP/POP.

    Normally, non-Microsoft email accounts are usually added as IMAP/POP account types. However, the Gmail login method specifically provided makes Gmail accounts appear as "Google account" types. This causes these rules applied to IMAP/POP to not work for the "Google account" type.

    Adding the account using IMAP/POP should solve this issue. However, it seems that due to Google's security changes, it has become impossible to add Gmail accounts as IMAP/POP in Legacy Outlook. Less secure apps & your Google Account - Google Account Help

    • Disclaimer: Microsoft provides no assurances and/or warranties, implied or otherwise, and is not responsible for the information you receive from the third-party linked sites or any support related to technology.

    I tested with different Gmail accounts, and when trying to add the account as IMAP/POP in Legacy Outlook, it was unsuccessful.

    For this issue, it seems that for now, you can only manage your emails through Gmail's webmail rules.

    Best Regards, 

    Zachary.W - MSFT | Microsoft Community Support Specialist

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  3. Anonymous
    2025-02-13T15:10:46+00:00

    Thanks for your feedback, but I guess I don't understand what an IMAP account is! My domain is Gmail. Should I go to Gmail on web and try to set up a rule?

    Also, not sure what you mean by "Rules in Legacy Outlook run based on the account type. It seems that Gmail accounts added using modern authentication methods are not recognized as IMAP account types. However, when I try to add a Gmail account as an IMAP account type, it seems I cannot successfully add it." It seems you are saying both techniques will fail?

    Mike

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  4. Anonymous
    2025-02-13T10:52:37+00:00

    Hello Mike Navolio,

    Welcome to the Microsoft Community.

    I understand that the rules you set up in Legacy Outlook are not working.

    Could you please tell me the domain name of the email account you are using?

    Based on tests, for some accounts with private protocols (I tested with a Gmail account), IMAP rules do not apply correctly.

    • If I add a Gmail account directly as a Gmail account, the IMAP rules do not work correctly.
    • If I add an account as an IMAP account type, the IMAP rules work correctly.

    Rules in Legacy Outlook run based on the account type. It seems that Gmail accounts added using modern authentication methods are not recognized as IMAP account types. However, when I try to add a Gmail account as an IMAP account type, it seems I cannot successfully add it.

    If you need to move emails between folders within the account using rules, setting up the corresponding rules in web-based Gmail might be a better option. Local rules depend on Outlook running, while webmail rules run automatically on the server.

    Please feel free to let me know if you have any further updates, thanks. 

    Best Regards, 

    Zachary.W - MSFT | Microsoft Community Support Specialist

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