Automatically store incoming e-mails in a folder

Automatically store incoming e-mails in a folder

In Microsoft Outlook, creating a rule that files all mail from a specific address to a certain folder is easy. If you don't already have a folder set up for this purpose, create a new folder for the individual's email by right-clicking your inbox folder and selecting New Folder.

Instructions in this article apply to Outlook 2019, 2016, 2013, 2010, 2007; Outlook for Office 365; and Outlook on the web. 

How to Send Emails to a Folder in Outlook 2019 and 2016

To send messages from a particular sender to a designated folder:

  1. Open an email from the sender whose messages you want to filter.

    Screenshot of opening new message in Outlook
  2. Go to Message and select Rules > Create Rule.
    Screenshot of creating a rule in an email message in Outlook

  3. In the Create Rule dialog box, select the From [sender] check box.

    Screenshot of create rule from sender in Outlook
  4. In the Do the following section, select the Move the item to folder check box.

  5. In the Rules and Alerts dialog box, choose the folder where incoming messages from the sender will be moved.

    To create a new folder, select New, enter a name for the folder, and select OK.

    Screenshot of moving incoming emails to new folders
  6. Select OK when you're done. New emails you receive from the specified sender are stored in the folder you selected.

    • Related Articles

    • Access your e-mail on iPhone - Outlook for iOS App

      STEP 1:              Open Outlook for iOS. The icon looks like this:   If you don't have it yet, download it from the Apple Store. STEP 2:              Go to Settings > Add Account > Add Email Account. Note: First time using Outlook for iOS? Just tap ...
    • Access your e-mail on Android - Outlook for Android.

      STEP 1:Open Outlook for Android. The icon looks like this:   If you haven't already, you can download Outlook for Android from the Google Play Store. STEP 2:  Tap Get Started if it's your first time. Or, go to Settings > Add Account > Add Email ...
    • Forward an Office 365 e-mail address to an external address without a mailbox.

      1. Go to as an administrator, then look for the "Admin" tab. 2. On the left sidebar, under Admin Centers click on Exchange.     3. In the Exchange Admin Center, click on Recipients > Contacts, as shown below. Then click on ...
    • Setup e-mail forwarding as an Admin in the Office 365 Admin Center

      To setup e-mail forwarding as an Administrator, please follow the instructions below: 1. In the admin center, go to the Users > Active users page. 2. Select the name of the user whose email you want to forward, then open the properties page. 3. On ...
    • Access your e-mail on iPhone - iOS Mail App

      STEP 1:                    Go to your device's Settings, scroll down and tap Mail > Accounts >Add Account.     STEP 2:                    Select Exchange.   STEP 3:  Enter your Office 365 email address, password, and a description (Optional) of your ...