Filtering Exchange (Connect) Calendar Emails

Owned by Natasha Jennings
Last updated: Mar 21, 2023 by Rohan Raghavan
3 min read

With Exchange Calendar, you will be sending and receiving an extensive number of meeting requests (invitations) and meeting responses. You can manage these emails by creating rules in the Outlook desktop app or the Outlook Web App (OWA) to move your calendar-related email to a specified folder.

These instructions utilize the Outlook Web App and assume you have no other rules set up. If you have been using rules in the past, you will need to carefully consider how your rules will interact with each other. If in doubt, please contact the IST Service Desk.

Do not delete unanswered meeting requests as this will also delete the associated meetings from your calendar.

When setting up inbox rules, choose one place to edit your rules - the Outlook Web App or the Outlook app. By editing rules in both the Web App and the Outlook app, this may disable or delete rules that have been previously set.

Create a new rule to move meeting requests to a folder

Visit the Outlook Web App in your web browser, and log in with your 8-character username (e.g. j25rober) and password.

  1. Click Settings (gear icon) and then select Options

2. Choose Inbox and Sweep Rules 

If you see two rules with UW/IST in the name, then you have been set up with a "calendar-only" account. If you are switching to Exchange for email, you can disable these Information Systems and Technology (IST) rules for calendar-only accounts.

If you are processing email on another server, you will want to ensure that the following new rule is processed before the two UW/IST rules.

4. Click the “+” symbol to create a new inbox rule

5. Name the inbox rule

6. Under “When the message arrives, and it matches all of these conditions”, select It's and then of the type… :

7. Choose the case that best fits your needs: 


 

8. Under “Do all if the following”, choose Move, copy, or delete and then Move the message to folder... :


 

9. If you already have an existing folder used for calendar, you can select it from the list. Otherwise, right click and choose Create new subfolder:


 

10. Now, scroll down until you see the desired folder. This example uses "Calendar Emails" and the folder sits inside the Inbox.

11. Click OK and then click Save. If you do not immediately see the new Calendar folder, refresh the Outlook web page.

Need help?

Contact the IST Service Desk online or 519-888-4567 ext. 44357.