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Information Technology Services
Information Technology Services

Filtering meeting related emails to a separate folder in Outlook 2015 / 2016

If you get a lot of meeting invites and responses, it may be a good idea to set up a rule to filter those meeting-related emails to land in a separate folder rather than your inbox. Just make sure you regularly go to your "Meeting" folder to check the emails! 

    Kind is meeting response, do the following, move to folder  

    Kind is meeting request. Do the following, move to folder.

    1. Open the Rules window through Tools on the tool bar
    2. Click the + button to add a new rule
    3. You must add two separate rules, one for Meeting Responses and one for Meeting Requests
      • Fill in the fields as the screen shots below indicate

    Filtering meeting related emails (received as delegate) to a separate folder

    This is useful if you're a delegate for one or more people. You don't want their meeting-related emails to get mixed up with your own! Therefore, you must specify to Outlook which emails are for you and which ones are for them.

    1. Create two folders, for example My Meeting Invites and Jeff's Meeting Invites
    2. Create the two rules for your own calendar related emails using the instruction above

      Create these settings for your own meetings. Add an exception like this: Header Contains ?X-MS-Exchange-Inbox-Rules-Loop: owner's email here
      • But add an exception: Header Contains "X-MS-Exchange-Inbox-Rules-Loop: **Insert owner's email here** "
      • See example screenshots below (the supervisor's email in screenshot is jcb7@queensu.ca)
    3. Then, create two more rules for your supervisor's meeting related emails

      Fill in the same as meeting request for yourself, but add a condition called: Header Contains ?X-MS-Exchange-Inbox-Rules-Loop: Insert owner?s email here ?
      • Add a new condition: Header Contains "X-MS-Exchange-Inbox-Rules-Loop: **Insert owner's email here** "
      • See example screenshots below
      • Fill in the same as meeting response for yourself, but add a condition called: Header Contains ?X-MS-Exchange-Inbox-Rules-Loop: Insert owner?s email here ?
    4. Close the Rules window and click Save.