How to route emails to a folder in outlook

Last Updated: Feb 20, 2024 by

Managing emails can be a daunting task, especially when your inbox is flooded with hundreds of emails every day. It can be overwhelming to sort through all the emails and find the important ones. This is where email routing comes in. By setting up email routing in Outlook, you can automatically direct emails to specific folders, making it easier to manage your inbox. In this article, we will discuss how to route emails to a folder in Outlook.

Setting up Rules

The first step to routing emails to a folder in Outlook is to set up rules. Rules are conditions that you can set for incoming emails, which will automatically perform an action, such as moving the email to a specific folder. To set up rules, follow these steps:

  1. Open Outlook and go to the “Home” tab.
  2. Click on the “Rules” button in the “Move” section.
  3. Select “Manage Rules & Alerts” from the drop-down menu.
  4. In the “Rules and Alerts” window, click on “New Rule.”
  5. Choose “Apply rule on messages I receive” and click “Next.”
  6. Select the conditions you want to apply to the rule. For example, you can choose to move emails from a specific sender or with a certain subject to a folder.
  7. Click “Next” and choose the action you want to perform. In this case, select “Move the item to folder.”
  8. Click on “Select Folder” and choose the folder you want to move the emails to.
  9. Click “Next” and give your rule a name.
  10. Click “Finish” to save the rule.

Testing the Rule

Once you have set up the rule, it’s important to test it to ensure that it is working correctly. To test the rule, send an email to yourself or ask someone to send you an email that meets the conditions of the rule. If the email is automatically moved to the designated folder, then the rule is working correctly. If not, go back and check the conditions and actions you have set for the rule.

Managing Existing Emails

If you have a lot of existing emails in your inbox that you want to route to a specific folder, you can do so by following these steps:

  1. Select the emails you want to move to a folder.
  2. Right-click on the selected emails and choose “Create Rule.”
  3. Follow the same steps as mentioned above to set up the rule.
  4. Click “Apply” to apply the rule to the selected emails.

Email Forwarding

Another way to route emails to a folder in Outlook is by using email forwarding. This is useful if you want to receive emails from a specific sender in a separate folder. To set up email forwarding, follow these steps:

  1. Go to “File” and click on “Options.”
  2. In the “Outlook Options” window, click on “Mail” in the left-hand menu.
  3. Scroll down to the “Forwarding” section and click on “Forwarding Options.”
  4. Check the box next to “Enable forwarding” and enter the email address you want to forward the emails to.
  5. Click “Save” to apply the changes.

By following these steps, you can easily route emails to a folder in Outlook, making it easier to manage your inbox. Give it a try and see how it can improve your email management. Do you have any other tips for managing emails in Outlook? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.