Creating a folder in Outlook takes three clicks

To create a new folder in Outlook, right-click on "Inbox" or any existing folder in the left sidebar, select "New Folder" from the menu, type a name, and press Enter. The folder appears immediately in your sidebar and is ready to receive emails. This works the same way whether you use Outlook on your computer, the web version, or Outlook on your phone.

The folder you create is stored on your computer (if you use desktop Outlook) or in your email account (if you use Outlook.com or Outlook on the web). Either way, you can move emails into it, create subfolders inside it, and set up rules to sort incoming mail automatically.

Key Takeaways

  • Right-click any folder in your sidebar and choose "New Folder" to create a folder in seconds.
  • You can create folders inside other folders to organize related emails into groups.
  • Once a folder exists, you can drag emails into it or set up automatic rules to sort mail by sender or subject.
  • Folder names can include spaces and special characters, and you can rename or delete folders anytime.
  • If you cannot see the folder sidebar, press Ctrl+6 on Windows or Command+6 on Mac to show it.

Step-by-step: Creating a folder on desktop Outlook

Step 1: Open the folder list. Look at the left side of your Outlook window. You should see a list of folders including Inbox, Sent Items, Drafts, and Deleted Items. If you do not see this list, click the folder icon at the bottom left of the window, or press Ctrl+6 on Windows or Command+6 on Mac.

Step 2: Right-click where you want the folder. Right-click on "Inbox" or on any folder where you want to create a new subfolder inside it. A small menu appears with several options.

Step 3: Select "New Folder". Click "New Folder" from the menu. A text box appears with the cursor ready for you to type.

Step 4: Type a name and press Enter. Type a clear name for your folder — for example, "Project Alpha", "Receipts", or "Follow Up". Press Enter when you are done. The folder appears in your sidebar immediately and is ready to use.

Creating folders in Outlook on the web

If you use Outlook.com or access Outlook through a web browser, the process is slightly different. Click the folder icon (it looks like a plus sign next to "Folders" at the top of the left sidebar), then select "Create new folder". Type the name you want and press Enter.

Web Outlook stores your folders in your email account, so they sync across all your devices — if you create a folder on the web, it appears on your phone and desktop automatically. The same is true in reverse: folders you create on your desktop Outlook sync to the web version within a few minutes.

Moving emails into your new folder

Once your folder exists, you can move emails into it in two ways. The quickest way is to click and drag an email from your inbox onto the folder name in the sidebar. The email disappears from your inbox and appears in the folder.

The second way is to right-click an email, select "Move", and then choose the folder from the list that appears. This method works better if you are moving multiple emails at once — select several emails by holding Ctrl and clicking each one, then right-click and move them all together.

Setting up automatic sorting with rules

Instead of moving emails by hand, you can tell Outlook to sort incoming mail automatically. On desktop Outlook, click "File" at the top left, then "Manage Rules & Alerts", then "New Rule". Choose "Apply rule on messages I receive", then set conditions — for example, "from [sender name]" or "with [keyword] in the subject" — and an action, such as "move to [folder name]".

On Outlook on the web, click the settings gear icon at the top right, select "View all Outlook settings", go to "Mail" then "Rules", and click "Add new rule". The process is the same: you set a condition and tell Outlook which folder to move matching emails to. Rules run automatically on new incoming mail and save you from sorting by hand.

Organizing folders into groups with subfolders

You can create folders inside folders to keep related emails together. For example, you might create a folder called "Projects", then create subfolders inside it called "Project Alpha", "Project Beta", and "Project Gamma". To create a subfolder, right-click the parent folder (in this case "Projects") and select "New Folder".

Subfolders appear indented under their parent folder in the sidebar, making it easy to see which folders belong together. You can nest folders as many levels deep as you want, though most people find two or three levels is enough. If your folder structure gets too complicated, you can always rename or delete folders and start over — Outlook does not prevent you from reorganizing.

Renaming, moving, or deleting folders

If you want to change a folder's name, right-click it and select "Rename Folder". Type the new name and press Enter. To move a folder into another folder, drag it onto the parent folder in the sidebar. To delete a folder, right-click it and select "Delete Folder" — Outlook asks you to confirm, and the folder is removed along with any emails inside it (those emails go to Deleted Items first, so you can recover them if you change your mind).

On Outlook on the web, the options are the same but accessed through a menu icon (three dots) next to the folder name instead of a right-click. The behavior is identical: renaming, moving, and deleting all work the same way.

Frequently Asked Questions

Can I create a folder with the same name as another folder?

Yes, but only if they are in different locations. You can have a folder called "Archive" inside your Inbox and another folder called "Archive" inside your Sent Items. However, you cannot create two folders with the same name in the same location — Outlook will not allow it.

What happens to emails if I delete a folder?

Emails in a deleted folder move to your Deleted Items folder first. You have time to recover them by opening Deleted Items, finding the emails, and moving them back. Once you empty your Deleted Items folder, those emails are gone permanently.

Do folders I create on my phone appear on my computer?

Yes, if you use Outlook on the web or Outlook.com. Folders sync across all devices within a few minutes. If you use desktop Outlook on your computer, folders created on your phone may not sync unless your phone and computer are both connected to the same email account and syncing is turned on.

Can I create a folder for a specific sender?

You can create a folder and then set up a rule to move all emails from that sender into it automatically. This is faster than moving emails by hand and keeps your inbox clean. Create the folder first, then set up the rule in Manage Rules & Alerts (desktop) or Rules (web).

Why do I not see the folder sidebar?

Press Ctrl+6 on Windows or Command+6 on Mac to toggle the sidebar on and off. If that does not work, click the folder icon at the bottom left of the Outlook window. The sidebar should appear immediately.