The Scenario
IT asked for an email inbox rule audit before the annual compliance review. Four shared mailboxes. Every rule documented — name, conditions, actions, whether it's still active. The deadline is next Tuesday.
You log into the first shared mailbox. Outlook's rule management screen shows you a list of rule names. To see the conditions and actions for each one, you have to open them individually. There are 47 rules across the four mailboxes.
The bad version:
- Open the first mailbox's rules, click the first rule, read the conditions and actions, type them into an Excel worksheet row by row
- Close, open the next rule, repeat
- Reach mailbox three and realize you've been recording the action types slightly differently between mailboxes, and now the workbook isn't consistent
This is documentation work, not analysis work. The rules already exist in Outlook. Getting them into a structured workbook shouldn't require an afternoon of clicking.
The Easy Way: One Prompt in SheetXAI
SheetXAI connects to your Outlook account, reads the inbox rules, and writes each one into your Excel workbook.
List all email rules from my Outlook inbox and write each rule's name, conditions, actions, and enabled status into this table as separate columns
What You Get
- One row per rule with columns for rule name, conditions summary, actions summary, and enabled/disabled status
- Rules returned for your primary inbox by default
- A count in the sidebar confirming how many rules were found and written
What If the Data Is Not Quite Ready
You need to audit a shared mailbox, not your own
Export all inbox message rules from the mailbox 'support@company.com' into this table with the sequence number, rule name, action type, and whether stopProcessingRules is set
You need the sequence number included for ordering
List all email rules from my Outlook inbox including the sequence number, rule name, conditions, actions, enabled status, and whether the rule stops processing subsequent rules — write one row per rule ordered by sequence number
You want to audit multiple mailboxes into separate worksheets
Fetch the inbox rules from 'sales@company.com' and write them into the worksheet labeled 'Sales Rules', then fetch the rules from 'support@company.com' and write them into the worksheet labeled 'Support Rules' — include rule name, conditions, actions, and enabled status in both
Pull all rules from all four mailboxes, flag conflicts, and note disabled rules separately
Fetch inbox rules from 'sales@company.com', 'support@company.com', 'billing@company.com', and 'admin@company.com' — write all rules into a single worksheet with a Mailbox column, flag any rule name that appears in more than one mailbox as a potential conflict, and mark disabled rules with a "Disabled" label in a Status column
One prompt covers all four mailboxes and the conflict detection.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask SheetXAI to pull the inbox rules from whichever Outlook mailboxes you need to document. See also: Batch mark or move Outlook messages and the Outlook hub overview.