Creating Folders and Rules in Outlook

Quick Links: | Folders: Outlook Web | Folders: Outlook Desktop App (Mac or PC) | Rules: Outlook Web | Rules: Outlook on PC | Rules: Outlook on Mac |

Folders provide a way to organize email messages, calendars, contacts, and tasks in Outlook. Rules can automate this process by automatically reorganizing emails in your inbox.

Setting up Folders

Outlook Web

  1. Navigate to https://outlook.office.com/
  2. On the left-hand sidebar, scroll down to Folders
  3. Click "Create new folder" 
  4. Type the folder name (Ex: Psych Group Project)
  5. Either click "save" or hit enter on your keyboard.

For sub-folders:

  1. Right-click on the folder you want to use as the "parent" folder
  2. Type the sub-folder name
  3. Either click "save" or hit enter on your keyboard.

Right-clicking on the folder also allows for other options, including deleting the folder, assigning policies, renaming the folder, adding to favorites, etc.

Outlook Desktop App (Mac or PC)

  1. Open the Outlook Desktop App
  2. In the left-hand sidebar, right-click on your email address
  3. Select New Folder
  4. Type the folder name, then hit enter

For sub-folders:

  1. Right-click on the folder you want to use as the "parent" folder
  2. Type the sub-folder name
  3. Either click "save" or hit enter on your keyboard.

Right-clicking on the folder also allows for other options, including deleting the folder, assigning policies, renaming the folder, adding to favorites, etc.

Setting up Rules

Outlook Web

  1. Navigate to the Outlook Web App by visiting https://outlook.office.com/
  2. Click the settings icon in the top right, then "View all Outlook Settings"
  3. Click Mail, then Rules
  4. Click "Add new Rule" at the top
  5. Name the rule so that it is easily recognizable
  6. Set the conditions you want to apply
    • Example:
      From set to "do-not-reply@csuchico.edu"
      Subject includes set to "BIOL-105"
  7. Under "Add an action" set up the actions you want to have when an email meets your conditions
    • Example:
      Move to 'Biology Class' folder
  8. Click "Save" at the bottom. You can also click "Run rule now" to have the rule apply to anything currently in your inbox

Outlook on PC

  1. Open the Outlook Desktop App
  2. Click "File" in the top left corner of the Outlook app
  3. Select "Manage Rules & Alerts"
  4. In the new pop-up, click "New Rule"
  5. You can either choose a rule template or start a 'blank' rule
  6. Set the conditions and actions using the Rules Wizard
    • Condition Example:
      From set to "do-not-reply@csuchico.edu"
      Subject includes set to "BIOL-105"
    • Action Example:
      Move to 'Biology Class' folder
  7. Set exceptions (if any)
  8. "Save" the rule

Outlook on Mac

  1. Open the Outlook Desktop App
  2. At the top of your screen, click "Tools" then "Rules"
  3. In the bottom left corner, click "New Rule"
  4. Name the rule so that it is easily recognizable
  5. Set the conditions you want to apply
    • Example:
      From set to "do-not-reply@csuchico.edu"
      Subject includes set to "BIOL-105"
  6. Under "Add an action" set up the actions you want to have when an email meets your conditions
    • Example:
      Move to 'Biology Class' folder
  7. Click "Save" at the bottom. You can also click "Run rule now" to have the rule apply to anything currently in your inbox

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