Creating Folders and Rules in Outlook

This article will guide you through creating folders and setting up rules in Outlook Web, Outlook for PC, and Outlook for Mac to automate email organization.

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

Creating Folders in Outlook Web

Folders help you organize email messages in Outlook. You can also create subfolders to keep related messages grouped together.

1. Navigate to Outlook.
2. In the left-hand sidebar, scroll to Folders.
3. Select Create new folder.
4. Enter a folder name (example: Psych Group Project).
5. Select Save or press Enter on your keyboard.

To create a subfolder:

1. Right-click the folder you want to use as the parent folder.
2. Select Create new subfolder.
3. Enter a subfolder name.
4. Select Save or press Enter on your keyboard.

Right-clicking a folder also provides options such as delete, rename, assign policies, and add to favorites.

Creating Folders in the Outlook Desktop App (Mac or PC)

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

To create a subfolder:

1. Right-click the folder you want to use as the parent folder.
2. Select Create new subfolder.
3. Enter the subfolder name.
4. Select Save or press Enter on your keyboard.

Creating Rules in Outlook Web

Rules automatically organize incoming email messages based on conditions you define.

1. Navigate to Outlook.
2. Select the Settings icon in the top-right corner.
3. Select Mail, then Rules.
4. Select Add new rule.
5. Enter a rule name that is easy to recognize.
6. Set the rule conditions.
   • Example: From contains do-not-reply@csuchico.edu
   • Example: Subject includes BIOL-105
7. Under Add an action, choose what happens when the conditions are met.
   • Example: Move the message to the Biology Class folder
8. Select Save. You may also choose Run rule now to apply it to existing messages.

Creating Rules in Outlook on PC

1. Open the Outlook Desktop App.
2. Select File in the top-left corner.
3. Select Manage Rules and Alerts.
4. Select New Rule.
5. Choose a rule template or start with a blank rule.
6. Set rule conditions and actions.
   • Condition example: From do-not-reply@csuchico.edu
   • Action example: Move message to the Biology Class folder
7. Select Save.

Creating Rules in Outlook on Mac

1. Open the Outlook Desktop App.
2. Select Tools, then Rules.
3. Select New Rule.
4. Enter a rule name.
5. Set rule conditions.
   • Example: From do-not-reply@csuchico.edu
   • Example: Subject includes BIOL-105
6. Choose an action.
   • Example: Move message to the Biology Class folder
7. Select Save or Run rule now.

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