How to Move Emails to Specific Folders Automatically in Outlook

Despite the fact that there are many other email program available to pick from, Outlook continues to be one of the most popular email apps available today. In addition to being compatible with an overwhelming majority of email addresses, it is dependable and open. On the other hand, it is possible that, at times, keeping up with all of the communications will be difficult. This is especially important to keep in mind if you choose to make Outlook your primary email client and access all of your email accounts through that one software.

Because of the high number of emails that you get over time, your inbox may become so cluttered that it becomes nearly hard to examine the messages that are actually important to you. This may be the case if you get a lot of emails. Thankfully, there is a way to get out of this difficult situation. If you save messages in the appropriate folders inside Outlook, you’ll be able to keep your inbox clean and well-organized at all times.

Creating a Quick Step in Outlook

One method to quickly move emails to a specific folder is by creating a Quick Step in Outlook. Here’s how to do it:

  • Open Outlook and go to your inbox.
  • Locate the email you want to move to a folder.
  • Select the email by clicking on it.
  • In the toolbar at the top, click on the Quick Steps button. It is usually located in the upper left corner of the screen.
  • Choose “Create Rule” from the Quick Steps drop-down menu.
  • The “Edit Quick Step” window will open. Here, you can select the conditions under which you want this Quick Step to run.
  • 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 select the folder where you want to move the email.
  • Add an additional action by clicking the “+” symbol to the right of the menu.
  • Click the “Choose an action” menu and select “Mark as read”.
  • Click “OK” to save the changes.

Automatically Moving Emails to a Designated Folder in Outlook

If you prefer to automatically move emails from a single sender to a designated folder, you can set up a rule in Outlook. Follow these steps:

  • Open Outlook and enter the email address of the sender whose emails you wish to move.
  • Click on the “File” tab at the top of the screen.
  • Choose “Manage Rules & Alerts”.
  • In the “Rules and Alerts” window, click on “New Rule”.
  • Select “Move messages from someone to a folder” and click “Next”.
  • Select the desired sender by ticking the box next to their name or email address. You can also refine the criteria by clicking on the underlined text in the rule description.
  • Click “Next”.
  • Choose the folder where you want to move the emails to and click “Finish”.
  • Click “OK” to save the changes.

Automatically Moving Emails to a Folder in Outlook for Mac

If you are using Outlook for Mac, you can also easily configure emails from a particular sender to go to a designated folder. Follow these simple steps:

  • Open Outlook for Mac and go to your inbox.
  • Scroll through your emails and locate the sender whose emails you want to move.
  • Right-click on the email from that sender.
  • Hover over “Rules” in the context menu.
  • Click “Create Rule”.
  • In the rule creation window, specify the criteria for the rule. For example, you can choose to move all emails from that sender or only those with specific words in the subject or body.
  • Select the folder where you want to move the emails to.
  • Click “OK” to save the rule.


How do I make certain emails go directly into a folder in Outlook?

Navigate to the “Rules” menu on the toolbar and select “Create Rule.” Click the checkbox labelled “From…” at the very top of the Create Rule window. Click on the “Select Folder…” link after checking the “Move the item to folder:” box at the bottom of the Create Rule dialogue box. Select the folder that you want messages from this sender to be moved to, and after making your selection, click the OK button.

How to move sent items in Outlook to another folder automatically?

You may access the email options by going to the Tools menu, selecting Options, and then selecting the Preferences tab. The Save copies of messages in Sent Items folder check box needs to be selected in the Message handling section of the settings menu. To access the advanced email options, click here. Check the option to save answers along with the original message and select any other In folders than the Inbox.

Editorial Staff
Editorial Staff
The Bollyinside editorial staff is made up of tech experts with more than 10 years of experience Led by Sumit Chauhan. We started in 2014 and now Bollyinside is a leading tech resource, offering everything from product reviews and tech guides to marketing tips. Think of us as your go-to tech encyclopedia!


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