How to Separate Emails in Outlook: Easy Tips to Filter and Organize Your Inbox

How to Separate Emails in Outlook for Better Organization

Efficiently separating and organizing your emails in Outlook can significantly boost your productivity and reduce stress. By categorizing emails based on sender, subject, or importance, you can quickly locate specific messages and prioritize your tasks.

• Improved Productivity: Quickly find 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 Filter Emails in Outlook by Sender for Efficient Management

Now, we will show you how to efficiently organize your emails in Outlook by using the "rule" feature. By setting up rules, you can automatically filter emails by sender, ensuring that messages from specific people or organizations are directed to designated folders. This helps reduce clutter in your inbox, improves workflow, and makes it easier to manage important communications. 

Step 1. Create a New Folder 

First of all, you can create new folders with a descriptive name to collect different types of emails. To do so, just click on the three dots next to the "Folders"- > "Create New Folder".

Then, name it based on your requirements. If you need several folders, just repeat the steps. You can create multiple filters for:

• Work-related emails: Sort emails from colleagues, clients, and supervisors into a "Work" folder.
• Personal emails: Sort emails from friends and family into a "Personal" folder.
• Newsletter emails: Sort newsletter emails into a separate folder to avoid cluttering your inbox.

Step 2. Create A New Rule

Open Oultook, click on the gear icon in the top right corner. In the setting window, click "Mail" -> "Rules". Then input a name, add a condition for the rules (from or to specific email address), choose "Move to" and the target "folder" in the "Add an action" section.

Step 3. Check the Incoming Emails

Then you can test if the target emails are sent to the new created folder.

How to Create Separate Email Groups in Outlook to Streamline Communication

The above is about how to seperate incoming emails by creating separate folders. If you want to send emails by group without type every email adderess one by one each time, you can create separate email contact group instead. You can create groups for specific projects, teams, or clients.

Step 1. Open Outlook and navigate to the "People" section. This area is where you can manage all your contacts and groups.

Step 2. Click on "Creat a new contact list" to start creating your email list. Give your group a descriptive name that reflects its purpose.

Step 3. Then, add members to your group by entering email addresses manually or directly selecting from your address book .

Step 4. Finally, click on "Create" button to finish the list.

When composing an email, add the group name to the To or Cc field.

Conclusion

In conclusion, separating and organizing your emails in Outlook is a powerful way to enhance productivity, reduce stress, and improve overall email management. By using features like folders, rules, and email groups, you can efficiently sort incoming emails, prioritize important messages, and streamline communication. 

Bonus Tip: How to Back up or Migrate Outlook Emails

This article clarifies “how to separate emails in Outlook?" If you’re considering backing up or migrating 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.