How to move emails from specific senders to a folder using Outlook rules

When would you use this?

On default, when you receive an email in Outlook, it will be sent to your Inbox folder. If you'd like to move emails from a specific sender to another (non-Inbox) folder, then follow this article. Folders are helpful for keeping your Inbox tidy as well as keeping track of emails that you do not want to lose.

Instructions:

Note: we will use it@framingham.edu as an example. Replace it@framingham.edu with your own email account when following this guide.

 

Outlook.com:

  1. Right click on the selected email
  2. Select "Rules" > "Create rule"

  1. Select the folder you wish to move emails from the selected sender to, or create a new folder
    1. You may further customize the rule by selecting "More options."
  2. Click "OK."
  3. All future emails from the sender will move to the specified folder

 

 

Here is an example of "More Options." If you select this, you can use the option "Run rule now" to move emails that are already in your inbox to the specified folder:

 

 

Alternatively:

  1. Find an email from it@framingham.edu that is located in your Inbox
  2. On the actions ribbon above, click on the "Sweep" button (there is an icon of a broom to the left of it)

 

 

  1. Selecting "Move all messages from the Inbox folder and any future messages" will move every current and future email from it@framingham.edu to the specified folder
    1. You can create a new folder from the "Move to:" drop down if you did not make the folder yet

 

 

Outlook Desktop App:

  1. Find an email from it@framingham.edu in your Inbox
  2. Right click on the email
  3. Rules > "Always Move Messages From: Information Technology Services"
  4. Select the folder you wish to move the emails to, or create a new folder on the next screen.
  5. All messages from it@framingham.edu should start moving to your new folder!

 

 

If you need to make changes to these rules or remove them:

Outlook.com:

  1. Click Settings, which is the gear icon on the top right.
  2. Within the Mail section, go to Rules.
  3. You can edit the rule by selecting the pencil icon, or delete the rule by selecting the trash can icon.

 

Outlook Desktop App:

  1. Click File.
  2. Click Manage Rules & Alerts.
  3. In the Rules and Alerts dialog box, click the rule that you want to change or delete. The ribbon above will have options to "Change Rule" and "Delete".

 

Additional Information:

For Outlook.com

For the Outlook Application

Print Article