How can I create an Outlook 365 rule for where my team's address is in Cc box?

Question

I would like to move all emails to a folder in my mailbox where my team's DL (distribution list) is in the 'cc:' or 'bcc:' line.

For example, if a message which has support_team@[PII: Removed]com in the cc: line arrives in my Inbox, I would like it moved from my Inbox folder to my "Support Team" folder.

The only "cc:" options are for "my name". I saw one response elsewhere which suggested using 'with specific words in the message header' with the email address(es) that would appear in the 'cc:' line. But that is not working for me.

Thank you,

[PII: Removed]

Answer 1

Please note that our forum is a public platform, and we will modify your question to hide your personal information in the description. Kindly ensure that you hide any personal or organizational information the next time you post an error or other details to protect personal data.  

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Hi Matthew J Von Rueden

To help me escalate and identify the correct path, could you please share the details below?

• Is this Outlook.com (personal/home) on the web, or a work/school Microsoft 365 mailbox?
• Are you creating the rules in Outlook.com on the web, New Outlook, or Classic Outlook (desktop)?

Please feel free to reply when you have time. Have a lovely day!

Answer 2

In Outlook on the web, this can be done by creating an inbox rule that checks the message header for the distribution list address and then moves matching messages to the desired folder.

1. In Outlook on the web, go to your Inbox and select any message.
2. On the command bar, select … (More actions) and then Create rule.
3. In the Create a rule dialog, select More options.
4. Under When the message arrives, and it matches all of these conditions, change the condition to something that lets you inspect the header (for example, use the condition that allows specifying words in the message header, then add your DL address, such as ******@noexternalmail.company.com).
5. Under Do all of the following, choose Move to and select your Support Team folder.
6. Ensure Stop processing more rules is selected if you do not want later rules to act on these messages.
7. Select OK to save the rule.

This rule will automatically move messages that contain the DL address in the header (including Cc/Bcc) into the specified folder.

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References:

• Working with message folders in Outlook on the web
• New-InboxRule
• Set-InboxRule