Creating rules that apply to an entire domain

Is there a way to set up a rule so that all emails from a specific server (example microsoft.com) go into a specific folder? I can do it individually each time someone from work emails me but want to set it up so that people from microsoft.com who have never emailed me would automatically go into my MS folder?

Yes. You need to enter just the email domain in the rule dialog and cancel the Check Names dialog when it appears.

Microsoft Outlook 2010 and 2013 users: Outlook's Rules Wizard includes a condition for "specific words in the sender address" which you can use instead of this rule. (But this rule still works.)

Step 1: Begin creating the rule, choosing the "From people or public group" or "specific words in the sender address" condition. Instead of selecting a contact from the Address list, type the domain portion of the address in the Address field.

In Outlook 2003, 2007, 2010, or 2013, you'll type it in the From field at the bottom of the dialog.

Create rules in Outlook 2003 and up

In Outlook 2002, Outlook98/2000 Corporate, type the domain in the right pane. (The address dialog in Outlook 98/2000 in Internet mode doesn't support entering partial addresses.)

Create rules in Outlook 2002 and older

Step 2: Click Ok after entering the domain in the address field, then Cancel the Check Names dialog when it appears.

Check names dialog

The rule will look like this in Rules Wizard:

Completed rule

Last reviewed on June 7, 2013.

  • Matt Dean

    Thank you it works perfectly.
    Interestingly I couldn't get the “specific words in the sender address” rule to work which is how I ended up here :)

  • Ben Kelley-Outten

    I tried this with both options “specific words in the sender address” and “From people or public group” and then I run the rule on the inbox and none of the target e-mail move to the desired folder. After setting up the rule on the “specific words in the sender address” I recieved several e-mails that did not route as well. Any tips?

  • Diane Poremsky

    Are you using Exchange Server? This rule applies only to mail received from outside your domain. It's harder to filter for internal email - you need do something with the other mail and what's left is from exchange.

  • Rimvydas

    Diane,

    Can you be more specific about rules for domain for internal exchange domain? When I started to migrate users to exchange rule does not work at all when exchange user sends me an e-mail:( Is there any solution for this problem?

  • Diane Poremsky

    Exchange email does not have Internet headers so the usual methods of filters - like for 'words in the header' where the word is the SMTP address won't work Exchange email. If you are filtering for one address you can pick the name from the GAL; for the entire domain, try using /o as the 'address contains' word. Any part of the Exchange x.500 address should work -
    The x.500 looks like this:/o=your_company/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=alias

  • Mark Blaise

    I am using stand-alone Outlook 2010 on Windows 7 and although I can create a rule that moves emails from a specified domain to a specific folder, the rule has no effect. I tried both "@facebookmail.com" (as used in the junk email filter) and "facebookmail.com" (per this article). However, a rule using a condition of:
    specific words in the sender address = @facebookmail.com
    does work. Thanks!

  • Trish

    I have Outlook 2007 running on Windows XP, with Exchange Server. The "from people" condition didn't work for me. I had to use the condition "with specific words in the senders address" and it seems to work fine.

  • ofir

    Thank you very much for this article !

  • Rob

    Hi.:) Can you make a rule for a Sent email for a domain? I want to have all my sent mail or replies sorted under the sent folder. I can do it with indevidual names but not for a whole domain. Cheers and have a great day.

  • Diane Poremsky

    Choose the condition for sent to people or groups and type the domain in the address field - when you get the check address dialog, cancel it.
    I have a quickie video tutorial here - http://www.screencast.com/t/auga1BLl

  • Tim S

    I can't get this to work in Outlook 2013 using either the method described in the article or the "specific words in senders address" option shown in the comments. Anyone else have luck with 2013?

  • Diane Poremsky

    What type of email account do you use? Both "words in the header" and "sender's address" work with Outlook 2013. It won't work for coworkers addresses if you use Exchange.

  • swalker1229@gmail.com

    Thank you it works perfectly.

  • Aterxerxes

    @slipstickadmin:disqus I looked at your tip and found a way to move items in the Inbox folder to a folder of your choosing using rules, when exchange email is present. I am doing this from a User's perspective, and not from the server side. I am using Outlook 2010.

    The rule is as follows:
    Apply this rule after the message arrives
    where my name is in the To or CC box
    move it to the folder
    except with @ in the sender's address"

    That seemed to do it. Took me a few hours to figure out, though.

  • Deepesh

    Thank you and its a great post.

  • Chad Derrington

    I have gone through your tip several times with different variables, and cannot get it to function with Outlook 2013. I have tried @domain.com; *@domain.com; *domain.com and just domain.com. When running the rule, Outlook will not move the email message out of the Inbox folder into the folder specified folder.

    I am using the latest patched version of Outlook 2013 (as of Dec 1 2014) and connecting to an Exchange server (Office365 in my case).
    My rule reads like this:
    Apply this rule after the messages arrives
    from @domain.com
    move it to the RuleTest folder
    and stop processing more rules

  • http://www.slipstick.com/ D Poremsky

    is domain.com your own domain? Internal Exchange email doesn't use the smtp address, use /ou instead.

  • http://www.slipstick.com/ D Poremsky

    Just tested it - the From people rule is looking at the display name, so it only works when the display name is the address (or domain)

    The words in the senders address condition should work but apparently is not working - i'll open a bug on that.