What it does
Uses a settings sheet (Bulk_Edit_Outlook_Rules) to add, delete, update, or export a list of Outlook rules in bulk, integrating Excel and Outlook.

When to use it
When you need to add or manage multiple Outlook rules, this is an easy and controlled way to do it.  Common use cases: filing messages with certain subjects, forwarding messages from certain senders.

Why to use it
It’s an extremely quick way to manage Outlook rules by importing or exporting them between Outlook and Excel.  Leverage the power of Excel with cell references, copy/paste, find/replace, filter/sort to quickly add items to your Outlook rules list.

Default shortcut
None

Other Details

• Category: MS Office / Outlook
• Difficulty: 4/5
• Usage/frequency: 1/5
• Automation factor: 5/5 (estimated 300 seconds saved each time used)
• Type: Bulk
• Date added: 9/5/2024
• Tags: Outlook, rules, email, bulk

Related Macros
File Email Messages

Other Articles
None

Prerequisites
Ensure you have an email account set up in Microsoft Outlook.

Instructions
Run the Bulk Edit Outlook Rules macro.  It will prompt you to either export a list of existing Outlook rules or add new ones.  Whether exporting or adding new rules, it will create a sheet called Bulk_Edit_Outlook_Rules.  This is where you’ll configure/adjust the rules to create/update.  These are the columns within the Bulk_Edit_Outlook_Rules sheet you’ll want to fill in:

• Column A – Number (informational): this is a counter to show how many rules you have set up.
• Column B – Rule Name (required): this is a name for the rule so you can identify it when editing (whether in Outlook or Excel).  Note that the rule name is used to update or delete existing rules.
• Column C – Condition 1 (required): select the primary condition for the rule from the list.  Based on the condition you select, a condition value may be required as well in column D.  Up to 5 different conditions can be specified.  Note that some rule conditions can only be managed directly in Outlook (these are denoted as READ ONLY in the drop-down list and are informational in case you are exporting a list of your rules).
• Column D – Condition 1 value (possibly required): based on the condition selected in column C, a condition value may be required.  Press Alt+Shift+Down Arrow to show a box with requirements for this cell (a drop-down list or text box).
• Columns E/G/I/K – Conditions 2-5 (optional): see requirements for column C above if using multiple conditions.
• Column F/H/J/L – Conditions 2-5 value (optional): see requirements for column D above if using multiple conditions.
• Column M – Action 1 (required): select the primary action for the rule from the list.  Based on the action you select, an action value may be required as well in column N.  Up to 5 different actions can be specified.  Note that some rule actions can only be managed directly in Outlook (these are denoted as READ ONLY in the drop-down list and are informational in case you are exporting a list of your rules).
• Column N – Action 1 value (possibly required): based on the action selected in column M, an action value may be required.  Press Alt+Shift+Down Arrow to show a box with requirements for this cell (a drop-down list or text box).
• Columns O/Q/S/U – Actions 2-5 (optional): see requirements for column M above if using multiple actions.
• Columns P/R/T/V – Actions 2-5 value (possibly required): see requirements for column N above if using multiple actions.
• Columns W/Y/AA/AC/AE – Exceptions 1-5 (optional): select a condition exception for the rule from the list if desired.  Based on the action you select, an action value may be required as well in the column directly to the right.  Up to 5 different exceptions can be specified.  Note that some rule exceptions can only be managed directly in Outlook (these are denoted as READ ONLY in the drop-down list and are informational in case you are exporting a list of your rules).
• Columns X/Z/AB/AD/AF – Exceptions 1-5 value (optional): based on the exception selected in the cell directly to the left, an exception value may be required.  Press Alt+Shift+Down Arrow to show a box with requirements for this cell (a drop-down list or text box).
• Column AG – Add/Delete/Edit (required): select an item from the drop-down list: select [NEW] to import new rules.  Select [UPDATE] to update existing rules.  Select [DELETE] to delete existing rules.  Note that the name in column B is used to update/delete existing rules.  Also note that some rule conditions, actions, and exceptions can only be managed in Outlook.  These are denoted as [READ ONLY] and will be ignored if selected.

Once you fill in the rule details, run the Bulk Edit Outlook Rules macro again and confirm at the prompt to process.  If the data is valid, the Outlook rules will be imported to Outlook.

To update or delete Outlook rules, first export a list of rules.  Run the Bulk Edit Outlook Rules macro, and click Export at the prompt.  Any existing Outlook rules will be listed in a new sheet called Bulk_Edit_Outlook_Rules.  If that sheet already exists, you will be prompted whether to process – add/update/delete – the contents.  To delete items, enter [DELETE] in column AG.  To update items, enter [UPDATE] in column AG.  Filter to and delete rows for any items you don’t want to update or delete.  When ready, run the Bulk Edit Outlook Rules macro again to process any items to update or delete.

TBD