How to Automatically Move Emails to Specific Folder in Outlook | Organize Emails

Introduction

This tutorial will guide you through the process of automatically moving emails to specific folders in Outlook, helping you keep your inbox organized and clutter-free. By creating rules based on email senders, you can streamline your email management effectively.

Step 1: Open Outlook and Select an Email

• Launch Microsoft Outlook on your computer.
• Navigate to your inbox and open an email from the sender you want to create a rule for.

Step 2: Create a Folder for the Emails

• In the left sidebar, right-click on your inbox or any existing folder.
• Select “New Folder” from the context menu.
• Name the folder appropriately (e.g., the sender's name) and press Enter.

Step 3: Access the Rules Settings

• Click on the "Home" tab in the top ribbon.
• Locate and click on the “Rules” button.
• From the dropdown menu, select “Manage Rules & Alerts.”

Step 4: Create a New Rule

• In the "Rules and Alerts" dialog box, click on “New Rule.”
• Choose “Apply rule on messages I receive” under the “Start from a blank rule” section and click “Next.”

Step 5: Define the Rule Conditions

• Check the box for “from people or public group.”
• In the bottom part of the dialog, click on the underlined “people or public group” link.
• Select the sender from your contacts or manually enter their email address, then click “Add” and “OK.”
• Click “Next” to proceed.

Step 6: Specify the Action

• Check the box for “move it to the specified folder.”
• Click on the underlined “specified” link in the bottom section.
• Choose the folder you created in Step 2 and click “OK.”
• Click “Next” to continue.

Step 7: Set Any Exceptions (Optional)

• If you want to set any exceptions (e.g., if the email is marked important), select the relevant options. Otherwise, click “Next.”

Step 8: Name Your Rule and Finish

• Give your rule a descriptive name (e.g., “Move emails from [Sender's Name]”).
• Optionally, check "Run this rule now on messages already in 'Inbox'" to apply it to existing emails.
• Click “Finish” to create the rule.

Step 9: Review and Apply the Rule

• In the "Rules and Alerts" dialog, ensure your new rule is checked.
• Click “Apply” and then “OK” to close the dialog.

Conclusion

You have successfully set up a rule in Outlook to automatically move emails from a specific sender to a designated folder. This will help you manage your inbox more efficiently. Consider creating additional rules for other senders or categories to further enhance your email organization.