How to Automatically Move Emails into Folders in Outlook

Email inboxes have a way of getting out of control. One minute, it’s manageable, the next, it looks like it’s hoarding every email you’ve ever received.

The good news is – you don’t have to live like this. With Outlook’s built-in tools, you can teach your inbox to organise itself. By setting up automatic rules to move emails into folders, you’ll save yourself hours of scrolling, searching, and stressing.

It’s simpler than you think. Here’s how to get started:

Step 1: Find Repeat emails

Start by identifying the emails that are cluttering up your inbox. Some examples:

  • Newsletters: Those ones you were definitely going to read… eventually.
  • Client Updates: Important, but not necessarily urgent.
  • Boss Emails: “Quick question” emails that somehow span three paragraphs.

Make a list of what you’d like to manage better. Think about folders you might already use (or should create) to keep things tidy.

Step 2: Set the Rules Straight

Now it’s time to get some rules in place. Here’s how:

  1. Open Outlook. You’ll need to do this on your desktop version for the full feature set.
  2. Right-Click an Email. Pick one you’d like to deal with automatically.
  3. Select Rules, then click Create Rule.
  4. Set the Conditions. For example:
    • Emails from a specific sender.
    • Messages with a particular subject line.
  5. Choose an Action. Tell Outlook where these emails should go, like a folder called “Newsletters” or “To Review”.
  6. Save and Apply. Hit OK, and you’re done.

Step 3: Test It Out

Send yourself a test email (or get a willing friend to help) and see what happens. Did it land in the right folder? If yes, well done. If not, revisit the rule to tweak it.

Bonus Tips

Want to take it a step further? Try these ideas:

  • Create Folders for Projects or Clients: Keep work-related emails organised by project, client, or topic.
  • Use Conditional Formatting: Highlight important emails with colours or bold text so they stand out, even if they’re sorted.
  • Combine Rules with Quick Steps: Outlook’s Quick Steps feature can help you automate repetitive tasks, like flagging or forwarding emails.

Why Go Through the Trouble?

Here’s what you’ll gain:

  • Time: No more digging through a mountain of emails to find that one from last week.
  • Focus: Fewer distractions mean more time to crack on with your work.
  • Peace of Mind: Knowing everything is where it should be is oddly satisfying.
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And a tidy inbox means no more “sorry for the late reply” messages because you lost an important email in the chaos.

What If You’re Stuck?

If this all sounds great but you’d rather leave the tech setup to someone else, we’re here to help. Our team can guide you through it or take care of it for you, so your inbox gets sorted without you lifting a finger.

Transforming your inbox might seem like a small thing, but the benefits are worth it. Give it a try, and see how you get on. And if you’d like some professional help, you know where to find us.

Ready to get started? Book a chat with Nick today:


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