Keep an overview of all incoming e-mails. Put messages together in folders and move them automatically with message rules.
The Outlook Inbox
The Inbox, the place where emails arrive in Outlook, can become quite cluttered. After all, mails flow in from all kinds of senders here. For example, an e-mail from the Tax Authorities will appear under an e-mail from a (grand) child, with a message from an association of which you are a member. Fortunately, there is an easy way to create overview in this chaos. Create folders and set message rules so that emails are automatically placed in the right place.
Create a folder
Creating a new folder in Outlook is done in a few steps. As an example we will create a folder ‘Newsletters SeniorWeb’. In this we collect all newsletters from SeniorWeb.
- Launch Outlook.
- Click on the menu at the top folder.
- click on New map.
- Under ‘Name’, type the name of the new folder. In our case that is ‘Newsletters SeniorWeb’.
- click on OK.
By default, the new folder is placed in the larger ‘Inbox’ folder.
Don’t see the Folder option in the menu? Then create a new folder like this:
- Launch Outlook.
- Right-click in the left menu where the new folder should be located. This is our Inbox.
- click on New map.
- Type the name of the new folder and press Enter. In our case that is ‘Newsletters SeniorWeb’.
The new folder is now under Inbox.
Have you accidentally created a wrong folder or want to delete a folder? Then right click on it and click Delete folder.
Set up message rules in Outlook
Outlook can organize emails automatically. For example, we can ensure that the SeniorWeb newsletter is automatically placed in the ‘Newsletters SeniorWeb’ folder every week. Set this up by means of a message rule.
- Launch Outlook.
- Select a message. In our case, that is the SeniorWeb newsletter.
- Click on the menu at the top Start.
- click on Lines.
- click on make rule.
When creating a rule you have to make four choices: what the rule should sort on, what should happen to the mail, in which folder it should be placed and whether older mails should also be moved in that folder.
- Choose what the rule should sort by: sender, subject, or recipient. You are always the recipient yourself, so that is not a good choice. We choose sender. In our example of the newsletters, the sender is always ‘SeniorWeb | Newsletter’.
- Place a checkmark in front of By […].
- Decide what to do with the email. We want to move a newsletter to the folder ‘Newsletter SeniorWeb’.
- Place a checkmark in front of Move email to folder.
- Click on the option Messages from [de naam van de verzender] always move.
- Point to the folder in which the mail should be placed.
- click on Select folder.
- Click the arrow next to Inbox and select the desired folder.
- click on OK.
- Click again OK. The rule is now set.
- Determine whether all previously received mails from the sender should also be placed in the folder. Do you want that?
- Place a check next to Now run this line on messages already in the current folder.
- click on OK.
New mails that meet the set rule will now be placed in the chosen folder. So you no longer have to organize the newsletters from the example yourself. It’s automatic.
Move mail manually
Of course it is also possible to manually move messages to a folder. That is, for example, if you want to put an e-mail in the folder once.
- Right click on the email.
- click on Move [de gewenste map].
Set favorite folders
Is there a specific folder that you use often? Favorite him. The folder will then appear at the top left, under the heading ‘Favorites’.
- Right-click on a folder. For example ‘Newsletters SeniorWeb’.
- click on Add to favorites.