Organize your email

Organize email by using folders

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Create folders to organize emails, move messages, and add folders to your Favorites folder for easy access.

Create a folder

  1. Right-click Inbox and select New Folder.

  2. Type a name for the folder and press Enter.

Create a subfolder

  1. Right-click a folder and select New Folder.

  2. Type a name for the folder and press Enter.

Move messages into a folder

  1. Select an email message.

  2. Drag and drop it into a folder.

    Note: To move more than one email, select an email, hold down the Shift key and select other messages, and then click, drag, and drop them into a folder.

Add a folder to Favorites

  • To add a folder to Favorites, right-click the folder, and then select Show in Favorites.

    Note: You can also select the folder, and then drag and drop it in Favorites.

Always Move Messages

  1. Select an email message.

  2. Select Home > Move Move > Always Move Messages in This Conversation

  3. In the Always Move Conversation box:

    • Select a folder if one already exists and click OK.

    • If a folder doesn't exist, select New... to create a new folder.

    • In the Create New Folder box, enter a name for the new folder, and select OK.

  4. Select OK to exit the Always Move Conversation box.

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Creating folders in Outlook on the web

Create a folder in Outlook

Move an email folder

If you find that your inbox is getting a bit unruly, and there's simply too much e-mail in there to handle well, you may be ready to start filing it into Folders.

You file an e-mail into a folder when you aren't ready to delete it, but you absolutely don't want to see it in your Inbox.

To create a New Folder, right-click your Inbox and select New Folder.

I can type to give it a name.

I'll call this one 128 Main and hit the Enter key.

The folder's been created, and I can access it by clicking the triangle next to Inbox.

Now I can start moving mail into that Folder, and I do that by clicking and dragging with my mouse and letting go once I'm over the Folder.

I can click inside the folder, and there's the e-mail.

I can also Create new subfolder the same way.

I'll right-click on my folder, select New Folder, and it becomes a sub-folder of the one I just created.

I'll give Leslie her own folder right inside my 128 Main folder.

Now I can click to expand it.

I can move more than one message inside a folder by holding down the Shift key, selecting the messages, and clicking and dragging, and letting go when I'm over the folder.

Now I can see that both messages have appeared inside the folder.

I can also stack folders on top of each other.

I'll right-click Inbox one more time and select New Folder.

Now I have two folders.

I'll move something into it, and I have a 128 Main folder, and a New Hire Guide folder.

Inside the 128 Main folder, I have a sub-folder for Leslie.

I have a feeling I'm going to be using Leslie's 128 Main folder pretty often.

I can add this to my Favorites.

At the top of the navigation pane, I have a list of favorite items.

I can access these quickly.

I'm going to click and drag my Leslie folder and drop it into my Favorites.

Now whenever I need to access it, it's just one click away.

There's one more thing I want to show you.

I can mute a conversation, that is, place all e-mails from a certain conversation into a certain folder.

Let's take this e-mail talking about a press release for the new San Francisco meeting room.

From the Home ribbon tab, I'm going to select Move, and I'll choose Always Move Messages in This Conversation

I can choose a destination folder if one already exists, or I can click New.

I'll call the folder Press Releases.

Click OK. Click OK again, and this message and any future messages that come in will be sent directly to the Press Releases folder.

That is how you get messages out of your Inbox.

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