How to Make Emails Automatically Go into a Folder Outlook: Step-by-Step Guide

Benefits of Making Emails Automatically Go Into a Folder in Outlook

A well-organized inbox can dramatically improve your productivity and reduce stress. Manually sorting through a cluttered inbox is time-consuming and inefficient. By automating the process of sorting emails into specific folders, you can save valuable time and keep your inbox clutter-free.

Benefits of Filtering Emails into Folders in Outlook

• Improved Productivity: Quickly locate important emails without sifting through a cluttered inbox.
• Reduced Stress: A well-organized inbox can reduce stress and improve focus.
• Enhanced Email Management: Easily categorize and prioritize emails based on their content, sender, or importance.
• Better Time Management: Spend less time searching for emails and more time on important tasks.
• Professionalism: A well-organized inbox reflects professionalism and attention to detail.

How to Set Up Automatic Email Sorting in Outlook

Step 1. Open the Rules Wizard 

• Access your Outlook account through a web browser or application.
• Click on the gear icon in the top-right corner and select Settings.

In the Settings pane, choose Mail. Scroll down to the Rules section.

Step 2. Define the Conditions

Use the conditions to specify the criteria for the rule. You can use various conditions like:

• Sender's address: Sort emails based on the sender's email address.
• Subject: Sort emails based on specific keywords or phrases in the subject line.
• Keywords: Sort emails based on specific keywords in the body of the email.
• Attachments: Sort emails based on whether they contain attachments.
• Importance: Sort emails based on their importance level (high, normal, low).

Step 3. Choose An Action

Choose the action you want to take when the conditions are met. In this case, you'll want to move the email to a specific folder (you can also create a new folder). 

Set the Exception (Optional):

If you want to exclude certain emails from the rule, you can set an exception. For instance, you might exclude emails from specific senders or with certain keywords.

Conclusion

Apart from making emails automatically go into a folder to keep your inbox tidy and organized, consider customizing your folder structure to further enhance your email organization. For example, create subfolders within main categories to organize emails more specifically. Under the "Work" folder, you might have subfolders for: Projects: Subdivide by project name or client;  Clients: Organize emails by client name or company; Team: Separate emails from team members, including project discussions and updates; Reference: Store important emails for future reference. Last but not least, regularly reviewing and cleaning up your email folders can also help prevent clutter.

Bonus Tip: How to Manage And Back up Outlook Emails & Attchments

This article clarifies “how to make emails automatically go into a folder Outlook?" If you’re considering backing up your Outlook, MultCloud can be extremely useful. Trusted by over 3 million users, MultCloud is a multi-cloud management tool that facilitates the transfer or synchronization of files between various cloud services. Now, it has released the Email Migration feature for backing up important emails to local or cloud drives.

For instance, you can save your Outlook emails as PDFs to your computer or cloud drives, such as Google Drive, OneDrive, or Dropbox, in bulk. MultCloud also enables you to access and manage all your cloud or Email accounts via a single application. Currently, it supports about 40 different cloud services, including Google Drive, OneDrive, Dropbox, Box, Google Photos, iCloud Photos, FTP, WebDav, and more.