---
title: "📋 Outlook Add-In (new): Configuring automatic sending rules"
url: "https://support.ftapi.com/en/article/neues-outlook-add-in-versandregeln"
language: "en"
last_updated: "2026-06-22T07:10:17.113Z"
---

# 📋 Outlook Add-In (new): Configuring automatic sending rules

This article describes how to set up sending rules for the new Outlook Add-In.

## **Configuring sending rules**

**Applies to:** *New Outlook* (Windows, OWA).  
**Note:** These settings apply **only** to the new Outlook. If you are using **classic Outlook (desktop version)**, you can find the corresponding options in our Help Center under *Outlook (classic): Sending rules*.

**In short:** With sending rules, you control when emails are automatically sent securely via FTAPI. Choose one of three modes: Always send with FTAPI, never send with FTAPI, or rule-based sending with FTAPI.

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## **Prerequisites**

-   FTAPI Add-in for **new Outlook** is installed and activated.
-   Group-level **Administrator** permissions are available.  
     

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## **Opening sending rules**

1.  Log in to your FTAPI instance in the browser
2.  Navigate to **Administration**
3.  Select the **Microsoft Outlook** option in the left menu navigation
4.  Click the **Add policy** button  
     ![](https://cdn-assets.productfruits.com/8fe60c06-2646-421c-b6a2-ce1afaf1f444)

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## **Function overview (modes)**

You can choose between three modes. The selected mode applies globally and determines the behavior during sending.

### **Always active**

All emails (with and without attachments) are automatically sent securely via FTAPI.

### **Never active**

No email is automatically sent via FTAPI (manual triggering remains possible).

### **Rule-based**

Sending occurs based on your **individually defined rules**.  
If **no** rule applies, emails are **not** automatically sent via FTAPI.

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## **Setting up rule-based sending**

1.  In the **Automatic sending with FTAPI** section, select the **Rule-based** option.
2.  Select a template that applies to you or create your own rule.  
     ![](https://cdn-assets.productfruits.com/1a62b027-2985-4546-8f02-f919bd5229ef)

**Logic**

-   **Multiple conditions** within **one** rule are linked with **AND** (all conditions must be met).
-   **Multiple rules** are linked with **OR** (at least one rule must be met).

![](https://cdn-assets.productfruits.com/bf2319d3-48f0-4522-bc35-708f5831274d)  
 

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## **Available condition types**

### **1) Domain — checks the recipient address**

-   **Operators:** *is equal to*, *is not equal to*.
-   **Input format:** Only the **domain**, e.g. mycompany.com (without @).
-   Separate **multiple values** with a comma.

**Examples:**

-   *Condition:* **Domain is not equal to** mycompany.com  
    *Result:* Emails to mycompany.com are **not** sent via FTAPI; for all other domains, emails are sent **automatically** via FTAPI.
-   *Condition:* **Domain is equal to** yourcompany.com, theircompany.com  
    *Result:* Emails to these domains are **automatically** sent via FTAPI.  
     

### **2) File size — checks the size of attachments**

-   **Operator:** *is greater than, is less than.*
-   **Unit:** Megabyte (MB).
-   The **total size** of the attachments is checked.

**Examples:**

-   *Condition:* **File size is greater than** 2 MB  
    *Result:* Emails with attachments over 2 MB are **automatically** sent via FTAPI.  
    *Condition:* **File size is greater than** 0 MB  
    *Result:* **All** emails **with an attachment** are automatically sent via FTAPI.  
     

### **3) Subject — checks for keywords in the subject line**

-   **Operators:** *contains*, *does not contain*.
-   **Note:** Case-insensitive.

**Examples:**

-   *Condition:* **Subject contains** important  
    *Result:* Emails with this word in the subject are **automatically** sent.
-   *Condition:* **Subject does not contain** internal  
    *Result:* Emails with this word in the subject are **not** automatically sent.  
     

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## **Combinations of conditions and rules**

### **Multiple conditions (AND logic)**

All conditions of the rule must be met.

**Example 1**

-   **File size is greater than** 2 MB
-   **Subject contains** important  
    → Only emails **with attachments over 2 MB** **and** the word **"important"** in the subject are automatically sent.

**Example 2**

-   **Domain is not equal to** mycompany.com
-   **File size greater than** 10 MB  
    → Only emails **to other domains** **and** with attachments **over 10 MB** are automatically sent.  
     ![](https://cdn-assets.productfruits.com/c6724c83-47bb-4c59-adb9-eaa5f42ba205)

### **Multiple rules (OR logic)**

At least one rule must be met.

**Example 1**

-   **Rule 1:** File size **greater than** 2 MB
-   **Rule 2:** Subject **contains** important  
    → Sending occurs if **one** of the two conditions is met.

**Example 2**

-   **Rule 1:** Domain **is not equal to** mycompany.com
-   **Rule 2:** File size **greater than** 10 MB  
    → Emails to mycompany.com are **not** automatically sent – **unless** the attachments are **greater than 10 MB**.  
     ![](https://cdn-assets.productfruits.com/406fa4ae-4489-4fa2-bd9a-e4bb3bef9c34)

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## **Tips & Best Practices**

-   **Exclude internal communication:** With *Domain is equal to* mycompany.com, you prevent automatic FTAPI deliveries to internal addresses.
-   **Secure large attachments:** Set *File size greater than* 10 MB to automatically protect large shipments.
-   **Secure attachments generally:** With *File size greater than* 0 MB, you automatically secure **all** emails with an attachment.

**Use keywords:** Define clear terms (*"confidential", "NDA", "offer"*) to identify business-critical emails.