How to Create Email Folders and Rules in Outlook

Why Use Folders and Rules?

Email folders help you organise messages by project, client, or topic. Rules automatically sort incoming emails into the right folders, keeping your inbox tidy.

Creating Folders

Outlook Desktop

• Right-click on Inbox in the left sidebar
• Click New Folder
• Type a name for your folder
• Press Enter

Outlook Web

• Right-click on Inbox
• Click Create new subfolder
• Type the folder name
• Press Enter

Creating Email Rules

Rules automatically process incoming emails based on conditions you set.

Common Uses for Rules

• Move emails from a specific sender to a folder
• Flag important emails
• Forward emails to a colleague
• Delete newsletters automatically

Creating a Rule in Outlook Desktop

Method 1: From an existing email

• Right-click on an email
• Click Rules > Create Rule
• Set your conditions (e.g., from this sender)
• Choose an action (e.g., move to folder)
• Click OK

Method 2: From scratch

• Click File > Manage Rules & Alerts
• Click New Rule
• Choose a template or start blank
• Follow the wizard to set conditions and actions

Creating a Rule in Outlook Web

• Click the Settings gear icon
• Click View all Outlook settings
• Click Mail > Rules
• Click Add new rule
• Set conditions and actions
• Click Save

Example Rules

Rule 1: Sort client emails

• Condition: From contains "client@company.com"
• Action: Move to "Clients" folder

Rule 2: Flag urgent emails

• Condition: Subject contains "URGENT"
• Action: Flag message and move to top

Rule 3: Delete newsletters

• Condition: From contains "newsletter@"
• Action: Delete

Tips for Organising Email

Folder structure ideas:

• By client or project
• By urgency (Action Required, FYI, Archive)
• By team or department

Best practices:

• Do not create too many folders
• Process emails daily
• Archive old emails regularly
• Review rules periodically

Need Help?

For email organisation help, contact helpdesk@netlumait.com.au or call 1300 521 162.