Outlook: Creating an Email Folder and Inbox Rule for Incoming Messages


How do I create a folder and create inbox email rules for incoming messages in Outlook?


Using folders in O365 or Outlook help to organize emails, calendars, contacts, and tasks.  An inbox rule is used to automatically process email. It can be used to file, forward or delete incoming or outgoing messages. An inbox rule may also be set by malicious activity in a compromised email account.  

If you will be receiving forwarded emails sent to your administrative assistants or other departmental personnel, the following instructions will assist you in creating a folder and creating rules to move the emails into the created folders.

A. How do I create a Folder?


  1. In the left column right click on the word Inbox.
  2. Select create a new subfolder or at the bottom of the column select new folder.
  3. Give the folder a name.


Windows-Outlook Desktop Application

  1. Right click on the email address or a folder in the left column.
  2. Select New Folder.
  3. Enter the folder name.


Mac-Outlook Desktop Application

  1. Select the Organize tab in the tool ribbon.
  2. Click New Folder.
  3. Highlight Untitled folder in the left column and enter folder name.


B. How do I create the rules to move the email messages from my administrative assistant or other department personnel?

 Every rule needs at least three things: A name, a condition, and an action. Rules can also contain exceptions to conditions. You can add multiple conditions, actions, and exceptions at each step by choosing Add a conditionAdd an action, and Add an exception.


  1. Click the settings gear wheel in the upper right corner of your O365.
  2. Click View all Outlook settings at the bottom or the pop-up window.
  3. Click Rules in the Layout column.
  4. Click the + sign Add new rule.
  5. Name your rule.
  6. Select a condition (From) or (To)
  7. Enter the email address.
  8. Select the action Move To.
  9. Enter the Folder Name
  10. Check the box next to Run Rule Now.
  11. Click Save.

Windows-Desktop Application

  1. Highlight the email you want to create a rule for such as an email for your administrative assistant.
  2. Click the Home Tab in the tool ribbon and select Rules.
  3. Check the box next to From (email from admin assistant).
  4. Check the box next to Move Item to folder.
  5. Select the Folder.
  6. Click OK.


MAC-Outlook Desktop Application

  1. Click the Home Tab in the tool ribbon and select Rules.
  2. Click Create Rule.
  3. Select the From Condition and enter the email address) in the box.
  4. If necessary, add (+) additional conditions.
  5. Select to Move to Folder and enter the folder name.
  6. Click OK.

Was this helpful?
0 reviews
Print Article


Article ID: 111256
Thu 7/2/20 3:48 PM
Tue 10/12/21 9:47 AM