Filtering exchange calendar emails

With Exchange Calendar, you will be sending and receiving a lot of emails related to meetings. There are meeting requests (invitations) and meeting responses going back and forth. You should not delete unanswered meeting requests because this will also delete the associated meeting from your calendar.

One way to manage these emails is to create rules in Outlook or the Outlook Web App (OWA) to move your calendar-related email to a folder. These instructions use the Outlook Web App. Please note that you should choose one place to work with your rules and always use the same one. One reason for this is because editing your rules in OWA will delete any rules that have been disabled using Outlook.

Starting fresh

These instructions 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 your local technical support staff for assistance.

Create a new rule to move meeting requests to a folder

Visit the Outlook Web App in your web browser, and login with your
Waterloo user ID and password.

  1. Click Options

2. Choose "Inbox and Sweep Rules" 


3. 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 calendary-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. Click the first drop down, select "It's" and then "of the type":


7. Choose the case that applies to you: 


8. In the second drop-down, choose "Move, copy, or delete" and then "Move the message to folder...":


9. If you already have a calendar email folder, you can select it from the list. Otherwise, right click and choose "Create new subfolder":


10. Scroll down till you see the desired folder. This example uses "Calendar Emails" and the folder sits inside the Inbox.

11. Click OK and then click Save.

Dealing with meeting responses

In the above steps, you can choose Meeting Response to create a rule to deal with messages you receive from people about the meetings you organize.


Need help?

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

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Article ID: 65631
Fri 10/19/18 3:38 PM
Fri 10/25/19 10:35 AM