This article describes the process of creating a rule in Outlook. For example, we need to separate messages which are being delivered to email aliases from messages delivered to the primary email address. Read the Knowledge Base article on What are email aliases for an Exchange mailbox? for more information about additional email addresses.

For example, you have the email address user@domain.com and the alias info@domain.com assigned to your mailbox. You would like to separate messages which were sent to info@domain.com from the messages sent to user@domain.com. You can set up a rule to move the messages sent to the alias to a separate folder. Follow the instructions below for Outlook or your version of Outlook Web Access (OWA).

Outlook:

  1. Outlook 2010/2013/2016: On the File tab on the Ribbon, click Info > Manage Rules and Alerts. Click on the E-mail Rules tab. Outlook 2007: Navigate to Tools > Rules and Alerts.
  2. Click New Rule to open the Rules Wizard.
  3. In the Start from a blank rule section, choose Apply rule to messages I receive and click Next.
  4. Under Step 1: Choose Condition, choose with specific words in the message header.
  5. Under Step 2: Edit the rule description,click specific words. In the Search Text window, type the alias (in our example, info@domain.com), click Add, then click OK. Click Next
    Outlook
  6. Choose move it to the specified folder and specify the folder which you would like to move messages to. If you have not created the folder yet, you can do that now. Click Next.
  7. Specify exceptions if needed and click Next.
  8. Specify if you would like to run the rule for messages that you have already received, and click Finish.

OWA 2007:

  1. In OWA, go to Options > Rules > New Rule > Create a new rule for arriving messages.
  2. In the list under After the message arrives, choose If the message includes specific words > In the message header.
  3. Under Do the following, choose Move, copy, or delete > Move the message to the specified folder
  4. In the Rule Description, click on specific words. In the new window, add your alias (in our example, info@domain.com).
  5. In the Rule Description, click on specified folder and choose the folder which you would like to move messages to.
  6. Click Save.
    OWA2007

OWA 2010:

  1. In OWA, go to Options > Organize E-mail > Inbox Rules > New.
  2. In the new window, click More Options.
  3. Under When the message arrives, choose It includes these words > in the message header.
  4. Add your alias (in our example, info@domain.com), and click OK.
  5. Under Do the following, choose Move, Copy, or Delete > Move the message to folder
  6. Specify the folder which you would like to move messages to.
  7. Click Save.
    OWA2010

OWA 2013

  1. In OWA click on Settings (gear icon) > Options > Organize email > Inbox rules.
  2. Click on Plus icon > select Create new rule for arriving messages... > click on More options.
  3. Name the rule, choose When the message arrives, and It includes these words > in the mesage header... > add your alias (e.g. info@domain.com) > click + > OK.
  4. Under Do the following: select Move, copy, or Delete > Move the message to folder... > specify the folder which you would like to move the message to.
  5. Click Save
    OWA2013

 OWA 2016:

  1. In OWA click on Settings (gear icon) > Options > Mail > Inbox and sweep rules.
  2. Click on Plus icon to create a new rule.
  3. Name the rule, for When the message arrives, and it matches all all of these conditions select  It includes these words > in the mesage header... > add your alias (e.g. info@domain.com) > click + > OK.
  4. Under Do  all of the following: select Move, copy, or Delete > Move the message to folder... > specify the folder which you would like to move the message to.
  5. Click Save