Microsoft Outlook is a widely-used email client that offers robust features to help users manage their emails efficiently. One key aspect of effective email organization is the ability to create folders and set up rules to automate the sorting of incoming emails. This knowledge base article will guide you through the process of creating new folders and setting up rules in Outlook.
Creating New Folders:
Follow these steps to create a new folder in Outlook:
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Open Outlook: Launch the Outlook application.
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Select the Location for the New Folder:
- Right-click on the location (e.g., Inbox, Sent Items) where you want to create the new folder.
- Choose "New Folder" from the context menu.
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Name the Folder:
- In the "Name" field of the "Create New Folder" dialog box, enter a descriptive name for your folder.
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Choose Folder Type:
- Under "Folder Contains", select the folder type from the drop-down menu.
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Select Location:
- Choose the location where you want to place the folder (e.g., Inbox).
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Click "OK":
- Click the "OK" button to create the new folder.
Creating Rules for Incoming Emails:
Now, let's set up a rule to automatically move incoming emails to the newly created folder:
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Open Rules and Alerts:
- In Outlook, go to the "File" tab located in the upper left corner.
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- Click on "Manage Rules & Alerts" in the Info category.
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Create a New Rule:
- In the "Rules and Alerts" dialog box, under "Email Rules" click on the "New Rule" button.
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Define Conditions:
- Set up conditions to match the emails you want to move.
- For example, you can choose Move messages from someone to a folder or Apply rule on messages I receive to view more options.
In this example, we are going to view more options.
Click Next >
Select the condition you want to apply to your new rule.
Click Next >
Click on the items that are underlined and in blue to add the criteria for your rule.
Enter the criteria and click Add. You can add multiple items if desired.
When finished, click OK
Select the action to be taken.
Click on the items that are underlined and in blue to add the criteria for your rule. In this example, we are going to select the folder where the incoming emails are to be sorted to and click OK
Click Next >
If there are situations when you do not want the rule to be applied, you can enter exceptions on the next window.
Review your new rule. You can make changes by clicking the blue underlined item to change it. When the rule is complete, click Next >
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Name and Enable the Rule:
- Enter a name for your rule.
- Check Run this rule now on messages already in "Inbox" to apply the rule to messages you have already received.
- Check Turn on this rule to enable it immediately.
- Click "Finish" to create the rule.