Setting Up Mailbox Rules in Outlook

What are Mailbox Rules?

Mailbox rules are used to automatically perform a set of actions on incoming and outgoing email messages, the actions are executed when a specified set of criteria is met. Mailbox rules let you filter your email messages by:

  • Moving an email into a specific folder
  • Deleting a message
  • Forwarding a message
  • Assigning an email to a category
  • Flagging a message
  • Marking a message as read
  • And many more functionalities

Using Mailbox Rules with Outlook & Zimbra

Outlook local mailbox rules for filtering are not executed automatically when you use the Zimbra Connector for Outlook. To work around this, you can use the Zimbra Server Rules feature to create rules to manage your email and calendar invitations from Outlook.

Modifying Mailbox Rules in Outlook

  1. On the top menu bar, navigate to the Zimbra > Zimbra Server Rules.
  2. In the Rules dialogue box, click New.
  3. A Rules Wizard dialogue box will open which will allow you to build your mailbox rule. First, you must select the conditions that the email message must match. As you select conditions, they will be displayed in the Edit the Rule Description section.
    • If the condition(s) you selected requires a value, such as with specific words in the body, you must enter the values or parameters for the condition.
      1. Click the condition item in the Edit the Rule Description section.
      2. In the dialogue box that opens, enter the value(s) or parameter(s) for the condition then click OK.
  4. Click Next.
  5. In the Select action(s) section, choose what you wish to do with the message, such as moving or forwarding the message.
    • If the action(s) you selected requires a value, you must enter the value(s) or parameter(s) for the action in the Edit the Rule Description section.
  6. Click Next.
  7. In the Select exception(s) (if necessary) section, choose any exceptions to the condition.
    • If the exception(s) you selected requires a value, you must enter the value(s) or parameter(s) for the exception in the Edit the Rule Description section.
  8. Click Next.
  9. Enter a name for your rule in the Specify a name for this rule field.
  10. Select whether to apply this rule to messages that meet Any conditions or All conditions.
  11. Select Do not process additional filter rules if applicable.
  12. Select Run new rule now on inbox if applicable.
  13. Review your rule description:
    • To make changes to your rule, click Back.
    • To save your rule, click Finish.
  14. Your new rule will be displayed in the Rule list.
  1. On the top menu bar, navigate to the Zimbra > Zimbra Server Rules.
  2. In the Rules dialogue box, select the rule you wish to edit.
  3. Click Edit.
  4. Select the condition, action, exception, or other details you want to edit.
  5. Click Next.
  6. Click Finish when you are finished editing the rule.
  7. Click Apply to exit and save your changes.
  1. On the top menu bar, navigate to the Zimbra > Zimbra Server Rules.
  2. In the Rules dialogue box, select the rule you want to delete.
  3. Click Delete.
  4. Click Apply to exit and save your changes.