How to Fix Outlook Rules Not Working on Windows

Are your Outlook rules not working on Windows? You’re not alone. Many users rely on rules to organize emails, only to find out that messages aren’t being sorted or moved as expected. Here’s a straightforward guide to help you get your Outlook rules back in shape.

1. Make Sure Your Rules Are Enabled

Sometimes, rules get turned off without you noticing.

• Go to File > Manage Rules & Alerts.
• Check the boxes next to each rule you want active.
• Click Apply and OK.

2. Check Rule Order and Conflicts

Rules in Outlook run from top to bottom. If two rules apply to the same message, the first one takes priority.

• In Rules & Alerts, drag and drop your rules to change their order.
• If two rules contradict each other, combine or adjust them so they work together.

3. Update Outlook

An outdated Outlook can cause rules to fail.

• Open Outlook.
• Go to File > Office Account > Update Options > Update Now.

Restart Outlook after updating.

4. Clear Up Corrupt Rules

Corrupted rules can stop the whole system from working. Try deleting and recreating problematic rules.

• In Rules & Alerts, select a rule and click Delete.
• Create a new rule by clicking New Rule and follow the prompts.

5. Repair Your Outlook Data File

A damaged .pst or .ost file can disrupt rules. Here’s how to fix it:

• Close Outlook.
• Search for SCANPST.EXE on your computer (usually found in the Office installation folder).
• Open SCANPST, select your Outlook data file, and let it scan and repair.

6. Check If You’re Using Client or Server Rules

Some rules only work when Outlook is open (client-only rules). Others work on the server, even when Outlook is closed. If you need rules to run all the time, set up server-side rules:

• Use Outlook on the web (OWA) to create or adjust rules that run even if your PC is off.

7. Keep Your Mailbox Under the Rule Limit

Outlook limits how many rules you can have (typically up to 256 KB in size on Exchange). Delete unused rules to free up space.

8. Reset SRS File

The SRS file controls how Outlook sends and receives emails. Corruption here can affect rules.

• Close Outlook.
• Navigate to: C:\Users\<YourUsername>\AppData\Roaming\Microsoft\Outlook
• Find Outlook.srs and rename it to Outlook.srs.old.
• Restart Outlook (a new SRS file will be created).

9. Try Starting Outlook in Safe Mode

Add-ins can mess with Outlook rules. Test by starting in Safe Mode:

• Press Windows + R, type outlook.exe /safe, and hit Enter.
• If your rules work in Safe Mode, disable or remove any recently added add-ins.

10. Recreate Your Outlook Profile

If all else fails, your Outlook profile might be corrupt.

• Go to Control Panel > Mail > Show Profiles.
• Click Add to create a new profile.
• Set it as default and restart Outlook.

Wrapping Up

Outlook rules are a powerful tool, but they can get tripped up by updates, corrupted files, or simple misconfiguration. Follow these steps to diagnose and fix the problem. If you’re still having trouble, consider reaching out to your IT support or Microsoft’s helpdesk.

Got another Outlook question? Drop it in the comments below!

Mark Vincent

Tech enthusiast and content creator passionate about making technology simple for everyone. I share practical tips, guides, and reviews on the latest in computers, software, and gadgets. Let’s explore the digital world together!