Configure rules in Microsoft 365 and Outlook to organize warmup emails automatically
Use this tag when creating your filter rule. Copy it exactly as shown:
[WARMUP-For outlook.office.com and Microsoft 365 users
GIF: Complete Outlook Web Rule Setup
Shows gear → Settings → Mail → Rules → Create Rule flow
Click the gear icon in the top right corner, then select "View all Outlook settings" at the bottom of the panel.
Go to Mail → Rules in the left sidebar, then click "Add new rule".
Enter a name like "Email Warmup Filter" in the rule name field.
Under "Add a condition", select "Subject or body includes" and enter:
[WARMUP-Under "Add an action", add these two actions:
Click "Save". Optionally, click the play button (▶) next to your rule to apply it to existing emails.
For Windows and Mac desktop applications
GIF: Outlook Desktop Rule Setup
Shows Home → Rules → Manage Rules → New Rule flow
Go to Home → Rules → Manage Rules & Alerts
Or press Alt + H, RR
Click "New Rule", then select "Apply rule on messages I receive".
Check "with specific words in the subject or body", then click the underlined "specific words" link and enter:
[WARMUP-Check these actions:
Name your rule (e.g., "Email Warmup"), optionally check "Run this rule now on messages already in Inbox", then click "Finish".
Our system automatically moves warmup emails from your Junk/Spam folder back to inbox. Don't create rules that affect the Junk folder.
If using Exchange Server, your admin may need to enable inbox rules. Contact your IT department if you encounter permission issues.
Warmup emails will now automatically move to your Warmup folder and be marked as read. Your inbox stays clean while warming continues to improve your sender reputation.