How to Create New Folders to Organize Mail in Outlook?

Is your Outlook inbox overflowing? Don’t worry, you’re not alone. Many people struggle to keep their emails organized. But here’s some good news: you can easily create folders to sort your messages and keep your inbox tidy.

Whether you’re using a recent version of Outlook or Outlook.com, this guide will walk you through the process of creating folders and subfolders.

You’ll be amazed at how simple it is to transform your cluttered inbox into a well-organized workspace.

Let’s dive in and learn how to create new folders in Outlook. Ready to take control of your inbox? Here’s what you need to know.

How to Make an Outlook Mail Folder

Organizing your emails can make your digital life much easier. Here’s how you can create a new folder in Outlook:

1. Open Outlook and find your Inbox Start by opening Outlook. Look for your Inbox on the left side of the screen. This is where you’ll begin.
2. Create your new folder Right-click on your Inbox. A menu will appear. From this menu, select “New Folder“.
3. Name your folder A small box will pop up. This is where you’ll type the name for your new folder. Choose a name that clearly describes what you’ll put in it. For example, if it’s for work projects, you might call it “Work Projects”.
4. Finish up After you’ve typed the name, press Enter on your keyboard. Congratulations! Your new folder is now ready to use.

Create a New Folder on Outlook.com

If you’re using Outlook.com, creating a new folder is a breeze. It’s a great way to keep your emails tidy and easy to find. Here’s how you can do it:

1. Find your folder list Look at the left side of your screen. You’ll see a list of your existing folders.
2. Scroll to the bottom Move down to the very bottom of this list. That’s where you’ll create your new folder.
3. Click “New folder” At the bottom, you’ll see a link that says “New folder“. Click on it. A small text box will appear right there at the end of your folder list.
4. Name your folder Now, think about what you’ll put in this folder. Choose a name that clearly describes its contents. For example, if it’s for family emails, you might call it “Family“. Type this name into the text box.
5. Finish up Once you’ve typed the name, press Enter on your keyboard. That’s it! Your new folder is now ready to use.

Create a Subfolder on Outlook.com

Want to take your email organization to the next level? Subfolders are a great way to do just that. Here’s how you can create subfolders in Outlook.com:

1. Find your Folders list Look at the left side of your screen. You’ll see a list labeled “Folders“. Make sure you’re looking at this list, not the Favorites list.
2. Choose a parent folder Decide which existing folder you want to add a subfolder to. This will be your “parent” folder.
3. Create the subfolder Right-click on the parent folder. A menu will appear. From this menu, select “Create new subfolder“.
4. Name your subfolder A small text box will pop up just below the folder you selected. Think about what you’ll put in this subfolder and give it a name that clearly describes its contents.
5. Finish up After typing the name, press Enter on your keyboard. Your new subfolder is now ready to use!

Using Categories to Color-Code Your Messages

Want to make your emails easier to spot at a glance? Try using categories to color-code your messages. Here’s how you can set up and use categories to keep your inbox organized and visually appealing:

#1 If you’re using Outlook on your computer:

1. Go to the “Home” tab at the top of your screen.
2. Look for the “Categorize” button and click on it.
3. Select “All Categories” from the dropdown menu.
4. Here, you can add new categories, delete ones you don’t need, or rename existing ones.
5. You can even set up shortcut keys for quick access to your most-used categories.

#2 If you’re using Outlook.com:

1. Click on any message in your inbox.
2. Look for the “Categorize” option and click on it.
3. Select “Manage categories” from the menu.
4. Now you can add or remove categories and choose which ones to show in your Favorites list.

Once you’ve set up your categories, here’s how to use them:

1. Open the email you want to categorize.
2. Find the “Categorize” button in the Tags group on the Home tab.
3. Click on it and select the category you want to apply.

After you’ve done this, you’ll see a color indicator next to the email in your message list and in the email header. This makes it easy to spot emails from different categories quickly.

Color-Code Messages Another Way

If you’re looking for a faster way to categorize your emails without opening them, here’s a simple method you can use right from your message list:

1. Find the email you want to categorize in your message list.
2. Right-click on the email. This will open a menu.
3. In this menu, look for “Categorize” and click on it.
4. You’ll see a list of your categories. Simply select the one you want to apply.

Once you’ve done this, you’ll see a color indicator appear next to the email in your message list. This same color will also show up in the email header when you open the message.

Using Folders and Categories to Organize Your Emails

Keeping your inbox organized doesn’t have to be a hassle. Here’s how you can easily manage your emails using folders and categories:

#1 Moving Emails to Folders

There are two simple ways to move your emails into the folders you’ve created:

1. Drag and Drop Method This is as easy as it sounds. Just click on an email, hold down your mouse button, and drag it to the folder you want. Then let go. Your email will now be in its new home.
2. Using the Move Option If you prefer using menus:

• Right-click on the email you want to move.
• Look for “Move” in the menu that appears and click on it.
• Choose the folder where you want to put the email.

Both these methods help keep your workspace tidy and your emails well-sorted.

#2 Automating with Rules

Want to take your organization to the next level? Try setting up rules in Outlook. Rules can automatically sort your emails for you. Here’s how:

1. Go to your Outlook settings.
2. Find the “Rules” section.
3. Here, you can create rules for how Outlook should handle certain emails.

For example, you could create a rule that says:

• If an email is from your boss, automatically move it to a “Work” folder.
• Or, if an email contains the word “Invoice”, apply a “Finance” category to it.

To set up a rule, you’ll need to specify:

• What to look for in emails (like who it’s from or words in the subject line)
• What you want Outlook to do with emails that match these criteria

Using folders and categories, along with rules, can really streamline your email management. You’ll spend less time sorting through emails and more time focusing on the important ones. Plus, when you need to find a specific email later, you’ll know exactly where to look.

Wrapping Up

Well, there you have it! Organizing your emails in Outlook isn’t just about reducing clutter—it’s about making your digital life easier and more efficient. By using folders, categories, and rules, you’re setting yourself up for email success.

Each of these steps helps you take control of your inbox. Instead of feeling overwhelmed by a flood of emails, you’ll have a system that works for you.

Why not give it a try? Start small—maybe create one new folder or set up a single rule. You might be surprised at how much difference even a little organization can make.

Your well-organized inbox is just waiting to happen. Ready to get started? Your future self will thank you for the time and stress you’ll save.

FAQ

How do I create a new folder in Outlook?

To create a new folder in Outlook, navigate to your Inbox in the left navigation pane, right-click, and select New Folder. Enter the name of your folder and press Enter to save it.

What is the difference between a folder and a subfolder in Outlook?

A folder is a primary category you create to organize your emails, while a subfolder is a secondary category within a folder. Subfolders help you further organize emails under specific topics or criteria within a main folder.

How can I use categories to organize my emails in Outlook?

You can color-code your emails by assigning them to categories. To set up or manage categories, go to the Home tab, click on Categorize, then All Categories. Here, you can add, rename, or delete categories and assign colors to them.

Can I automate email sorting in Outlook?

Yes, you can automate email sorting by setting up rules in Outlook. Rules allow you to filter incoming emails into specific folders or apply categories based on criteria such as sender, subject line, or keywords.

Is it possible to apply multiple categories to a single email in Outlook?

Yes, an email can be assigned multiple categories in Outlook. This allows you to apply various color codes to a single email, helping you further organize and prioritize your messages.

How do I move an email to a different folder in Outlook?

To move an email, you can either drag and drop the email into the desired folder or right-click on the email, select Move, and then choose the folder where you want the email to be moved.