Creating Folders and Rules in Outlook

Quick Links: | Folders: Outlook Web | Folders: Outlook Desktop App | 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 Outlook.
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. Click Create new subfolder.
3. Type the sub-folder name.
4. 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 on your keyboard.

For sub-folders:

1. Right-click on the folder you want to use as the "parent" folder.
2. Click Create new subfolder.
3. Type the sub-folder name.
4. 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 Outlook.
2. Click the settings icon in the top right.
3. In the left sidebar, click Mail, then Rules.
4. Click Add new Rule in the top right. 
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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