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In this post, we will see how you can better manage your Outlook email by automatically moving your incoming mail to a different folder. If you receive a lot of emails every day, this can save a lot of time. Instead of spending an hour once a week moving emails from your inbox to your classified folder, Email Rules will help automate your inbox organization. This is very similar to using labels and filters in Gmail.
Email rules can seem complicated and can be done if you want to do some really fancy sorting, but if you want to automatically move work emails to portfolios it’s a breeze. For the rules to be useful, you must first create some folders at the bottom of your inbox to categorize your email, such as Projects, Tasks, Family, etc. You can create folders by right-clicking on Inbox or any folder and selecting New Folder.
Move emails to a folder in Outlook with one click
Believe it or not, you can organize your Outlook emails with the click of a button. All you need to do is follow these instructions to configure rules in Outlook:
- Open Outlook.
- Click Start in the upper left corner of the screen.
- Choose Create rule from the Rules drop-down menu.
- This will open the Edit Quick Step window. Select the conditions under which you want this quick step to run, whether it’s when you receive an email from a certain person or something else.
- Now in the section titled, Do the following :, verify that the drop-down menu has “Move to Folder” selected.
- Click the Choose folder field next to it and choose a preferable folder.
- Then add an action by clicking the + to the right of the menu.
- Click the Choose an action menu and select Mark as read.
- Click OK to save the changes.
How to move emails from single sender to folder in Outlook
There is an alternative method to move emails to folders in Outlook. This is accomplished with rules within Outlook that are easy to configure. First of all, you need a designated folder. Open Outlook, right-click the folder in your inbox, and choose New Folder.
Move emails to a folder in Outlook
For Outlook 2013, the steps to automatically move emails to a designated folder are almost the same as for the latest version.
- Open Outlook and enter the email of the sender whose emails you want to move.
- Click the Start button.
- Choose Rules and then Always move messages from.
- Select the destination folder.
- Save the changes with OK. Now all messages from the specified sender will be automatically moved to the designated folder.
Move emails to a folder in Outlook for Mac
Apple makes it really easy to configure emails from a particular sender to go to a folder of your choice. To do this, scroll through your emails, locate the sender, and follow these instructions:
- Click Start at the top of the screen.
- Click Rules
- Click Create rule at the bottom of the pop-up window to add your rule just like we did before.
- Click ‘OK’ when done to save your rule. Depending on the version of Outlook you are using on your Mac, the ‘Rules’ option may appear on the Start banner right next to the ‘Move’ icon.
Move emails to a folder in browser version of Outlook
If you’re using Outlook for Office 365, here’s how you can move emails from a sender to a folder of your choice:
- Sign in to the Outlook site.
- Click on the gear icon in the upper right corner of your screen to open Settings.
- Now choose View all Outlook settings.
- Click Mail in the Settings dialog and choose Rules. Finally, select Add new rule.
- Name your rule.
- Click the Add a condition menu and click From, then type the email address of the desired sender.
- Now click on the Add an action menu, select Move To and choose the destination folder.
- Finally, you can save the changes and all emails from this sender will land in the destination folder automatically.
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