Creating a new folder in Outlook

To add a folder in Outlook, right-click on "Folders" in the left sidebar and select "New Folder" from the menu. Type a name for your folder and press Enter. The folder appears immediately in your folder list and is ready to receive messages.

If you are using Outlook on the web, click the three dots next to "Folders" at the bottom of the left sidebar, then select "Create new folder". Enter your folder name and choose which parent folder it belongs to — most people put new folders under "Mail" to keep them at the top level of their inbox.

On a phone or tablet, the process varies slightly. In Outlook for iPhone or Android, tap the menu icon (three horizontal lines), scroll to "Folders", tap the plus sign, and enter your folder name. The folder syncs across all your devices within minutes.

Key Takeaways

  • Right-click "Folders" in the sidebar and select "New Folder" to create a folder in Outlook desktop; on the web, use the three-dot menu next to "Folders".
  • You can nest folders inside other folders by dragging and dropping, which helps organize related messages into a hierarchy.
  • Folders you create in Outlook sync across your phone, tablet, and computer automatically if you use the same account.
  • Outlook lets you create rules that automatically move incoming messages to specific folders based on sender, subject line, or keywords.

Organizing folders into subfolders

Once you have created a folder, you can create folders inside it to build a hierarchy. For example, you might create a "Projects" folder, then add subfolders for "Project A", "Project B", and "Project C" inside it. To do this, right-click the parent folder and select "New Folder" again.

You can also drag an existing folder into another folder to reorganize your structure. Click and hold the folder you want to move, then drag it over the destination folder and release. This works in Outlook desktop and on the web, though the web version may require you to wait a moment for the destination folder to highlight before releasing.

Moving messages into folders

After you create a folder, move messages into it by dragging them from your inbox. Click a message, hold, and drag it to the folder name in the sidebar. You can select multiple messages at once by holding Ctrl (Windows) or Command (Mac) and clicking each one, then dragging them all together.

On the web, you can also right-click a message and select "Move" from the menu, then choose your folder from the list. This method is often faster if your folder list is long or if the folder is nested several levels deep.

Using rules to sort messages automatically

Rather than moving messages manually, you can set up a rule that automatically sends incoming messages to a specific folder. In Outlook desktop, go to File > Manage Rules & Alerts, then click "New Rule". Choose "Apply rule on messages I receive", then set conditions like "from [sender name]" or "with [keyword] in the subject".

In the action section, select "move it to the specified folder" and choose your folder. Click OK, and from that point forward, any message matching your conditions goes directly to that folder. You can create as many rules as you need, and they run in the order you set them.

On Outlook on the web, click the settings gear icon, select "View all Outlook settings", go to "Mail" > "Rules", and click "Add new rule". The process is similar: set your conditions and choose the folder where matching messages should land.

Renaming and deleting folders

To rename a folder, right-click it and select "Rename Folder". Type the new name and press Enter. The change takes effect immediately across all your devices.

To delete a folder, right-click it and select "Delete Folder". Outlook moves the folder and all its contents to your Deleted Items folder. If you change your mind, open Deleted Items, right-click the folder, and select "Restore" to put it back where it was. If you empty your Deleted Items folder, the folder is permanently gone.

Shared folders and team collaboration

If you use Outlook with a work or school account, you may be able to share folders with colleagues. Right-click the folder, select "Properties", go to the "Permissions" tab, and click "Add". Enter the email address of the person you want to share with and choose their permission level — "Editor" lets them read and modify messages, while "Reviewer" lets them read only.

Shared folders appear in the recipient's Outlook sidebar under "Other People's Folders" or "Shared Folders", depending on your version. Changes you make to messages in a shared folder are visible to everyone with access, which makes shared folders useful for team projects or group discussions.

Frequently Asked Questions

Can I create a folder inside my inbox instead of at the top level?

Yes. Right-click your Inbox folder specifically and select "New Folder". The new folder appears as a subfolder of your Inbox. This keeps your folder structure compact if you prefer not to see many folders in your main sidebar.

What happens to messages if I delete a folder?

The messages move to your Deleted Items folder along with the folder itself. You have time to restore them — right-click Deleted Items, find the folder, and select "Restore". Once you empty Deleted Items, the messages are permanently deleted.

Can I color-code folders to find them faster?

Outlook does not have a built-in color-coding feature for folders, but you can use folder names to organize visually — for example, starting folder names with numbers or symbols. Some people use "1-Urgent", "2-Projects", "3-Archive" to control the sort order and make important folders appear first.

Do folders I create in Outlook sync to my phone?

Yes, if you use the same email account on your phone and computer. Folders sync within a few minutes of creation. If a folder does not appear on your phone, try signing out and back into the Outlook app to force a refresh.

Can I set up a rule to move messages to a subfolder?

Yes. When you create a rule and select "move it to the specified folder", the folder list shows all your folders including subfolders. Click the folder you want, and the rule will move matching messages there.