Setting Up Email Filters

This guide ONLY applies to those using Office 365 email and calendar. If you are unsure if you are using Office 365 email and calendar, please contact the Help Desk.

Exchange email rules are used to carry actions on emails meeting certain criteria. Some example Exchange email rules include:
  • Move messages to another folder
  • Copy messages to another folder
  • Forward the message to another address
  • Permanently delete the message

If you have been using email rules, below are some recommendations to follow

  • Unix Email Users - If you have migrated from Unix email to Office 365 Exchange, your rules will not carry over. You will need to recreate these rules, see below for instructions.
  • Exchange Email Users - If you have previously created email rules in Outlook, it is recommended that you recreate theserules in Outlook Web. Rules that have been created in Outlook will only apply on the computer that you created the rules on. Therefore, if you log in to your email from Outlook Web or other email clients on other computers those rules will not take effect. To recreate your email rules in Outlook Web, follow the instructions below.

Creating Office 365 Exchange Email Rules in Outlook Web

  • Log in to Outlook Web at
  • On the Microsoft log in page type (USERNAME = access.caltech username)
  • You will be redirected to the Caltech log in page
  • Enter your access.caltech username and password
  • Now it Outlook Web, click on the Settings wheel and select Options

  • In the Navigation menu on the left, select Inbox rules under Mail > Automatic processing
  • In the Inbox rules window, click the + button to add a new rule
  • In the New inbox rule window, enter the following:
    • Name: something descriptive for your rule (e.g. delete messages from
    • When the message arrrives, and *: select the action you want to take, for example:

  • Now, type the email address that you want to take action on and click Ok. For example:

  • Do the following *: select the action you want to take, for example:

  • For addtional information on creating Exchange email filtering rules, click here.