Exchange - Using folders to filter and store email in Outlook

Overview

Using folders and filters in your email client can help keep your mail organized. Folder provide places to store messages with similar content, from similar senders, or of similar importance. Filters can automate the process of moving email from your primary inbox into folder.

Instructions

Creating Folders

Outlook 2016

1. In the left navigation pane of Outlook Mail, right-click the area where you want to add the folder.
2. Click New Folder.
3. Enter a name for the folder.
4. Press Enter.

Outlook for the Web (formerly Outlook Web Access OWA)

1. Right-click on Inbox.
2. Select Create a Subfolder.
3. Enter a name for the new folder.
4. Press Enter.

Creating Filters

Outlook 2016

1. From the Ribbon, click on Rules and then select Manage Rules & Alerts.
   or
   Choose the File tab and then choose Manage Rules & Alerts.
2. Select the E-mail Rules tab.
3. Choose New Rule in the "Rules and Alerts" dialog box.
4. Provide a name for the new Rule.
5. Select the criteria you want to use to select email.
   1. From - Select email based on the sender.
   2. Subject contains - Select email based on the contents of the mails subject.
   3. Sent to - Select email based on the email address it was sent to. This can be useful for filtering email sent to mailing lists or groups.
6. Select the actions you want the rule to take on the selected email
   1. Display in the New Item Alert window - A visual notification when a matching message is received.
   2. Play a selected sound - An audio notification when a matching message is received.
   3. Move the item to folder - Move the matching message to a specific folder, such as one you have dedicated to messages matching the selection criteria you set previously.
7. Additional conditions can be selected by clicking on Advanced Options..., but this is optional. These can help refine the selection criteria used, including the ability to filter messages based on their contents.
8. If you chose to refine your selection via Advanced options, click on Finish when you are done refining your rule. Otherwise, click OK.

Outlook for the Web

1. Click the Settings menu icon (the gear icon) in the upper right.
2. Select Options.
3. Click on Inbox and Sweep Rules under Mail > Automatic Processing.
4. Click the PLUS icon under Inbox Rules to create a new rule.
5. Provide a name for the rule.
6. Select the criteria used to select incoming email to be processed by the rule.
   1. It was Sent or Received - Select email based on sender or recipient address
   2. It includes these words - Select mail based on the presence of words you specify in the subject, body, sender address, etc.
   3. My name is - Select email based on the presence of your name in portions of the message.
   4. It's marked with - Select email based on message importance flags
   5. It's - Select email based on the presence of an attachment of a certain type, the classification of the message, or how the message is flagged.
   6. Its size is within a specified range - Select email based on the size of the message.
   7. It's received within a specific date span - Select email based on when you receive it.
   8. Apply to all messages - Apply this rule to all incoming messages.
7. Click on Add Condition to add an additional criteria to use to select messages.
8. Select the action the rule should perform on email matching the selection criteria specified.
   1. Move, copy, or delete - Move the message to a folder, copy the message to a folder, or delete the message.
   2. Pin the message - The message will be pinned at the top of your inbox until you unpin it.
   3. Mark the message - Mark the message as read, junk, with a specific importance, or apply a category to it.
   4. Forward, redirect, or send - Forward the message to another address, forward it as an attachment, redirect the message, or send a text message.
9. Click on Add Action to have another action be performed on email selected by your rule.
10. Click on Add Exception to define an exception. Messages matching the exception will not have the action you have specified taken on them.
11. Select Stop Processing more rules to prevent Outlook for the Web from applying other inbox rules you have defined to the message. It is recommended that you leave this selected.
12. Click on OK.