Working with message folders in outlook com

If you want to organize your messages in Outlook.com, you can create new folders or rename, move, or delete existing folders. You can also set up rules so that Outlook.com automatically moves messages into folders depending on conditions that you specify.

Default folders

By default, your account starts with these folders:

• Inbox Incoming messages arrive in your inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email.

• Junk Email Messages that have junk email characteristics but that aren't blocked by a spam filter before they reach your mailbox will automatically be moved to this folder. Learn more about how to mark email as junk or block senders in Outlook.com.

• Drafts If you start writing a message but don't finish, it will automatically be saved to your Drafts folder. You can come back to the message later to continue editing it, and then send it.

• Sent Items By default, a copy of every message you send is put in your Sent Items folder.

• Deleted Items When you delete a message, it's moved to the Deleted Items folder.

• Archive This is a good place to store messages that you're done working with but might want to refer to later. Moving messages that you're done with to Archive helps reduce clutter in your Inbox.

Missing folders

If you are unable to see the left folder pane, try these steps.

1. Sign out of Outlook.com

2. Clear your browser cache. Learn how to do that for Edge, Chrome, Firefox or Safari.

3. Close all browser tabs and windows.

4. Sign in again at www.outlook.com.

Tips: When viewing on a small screen, you may still need to:

1. Maximize your browser window, or scroll left to view the folder list.

2. Expand the folder pane only when you need it. Select the three line icon in the left side bar to show or hide folders.

3. Open your layout settings and select Hide reading pane then Save. This will give the screen more space to show the folders.

Context menus for folders

Most of what you can do with a folder can be found in the context menu that appears when you right-click a folder.

• Create new subfolder Use to create a new subfolder in the folder you right-clicked.

• Delete folder Moves the folder and all its contents to Deleted Items. Default folders, such as the Inbox folder, can't be deleted.

• Delete all Moves all the items in the selected folder to Deleted Items.

• Mark all as read Marks as read all items in the selected folder.

• Rename Give the folder a different name. Default folders, such as the Inbox folder, can't be renamed.

Create a folder

Create new folders to organize your messages as you like. For example, you can create a folder for a specific project, for all messages from a particular person, or for all messages sent to a distribution group that you're a member of.

Create a new folder

1. At the bottom of the folder pane, select New folder. You might need to scroll down in the folder list to see New folder.

2. In the new folder box, enter a name for the folder and then press Enter.

   When you create a new folder, it is added in alphabetical order below the Archive folder.

Create a new subfolder

1. In the folder pane, right-click the folder to which you want to add a subfolder.

2. Select Create new subfolder.

3. In the new folder box, enter a name for the folder and press Enter.

Rename a folder

Note: You can't rename default folders such as Inbox, Drafts, or Deleted Items.

1. In the folder pane, right-click the folder you want to rename.

2. Select Rename.

3. Enter a name for the folder and press Enter.

Move a folder

You can't change the order of folders under Folders, and you can't move sub-folders into the main Folders menu. Sub-folders must always be inside another folder.

You can reorder folders or any other items in your Favorites list. To add a folder to Favorites, right-click the folder and then select Add to Favorites.

Note: If you accidentally move a folder to become a sub-folder, create a new folder and copy all your email from the sub-folder to the new top-level folder.

Delete a folder

Note: You can't delete default folders such as Inbox and Sent Items.

1. In the folder pane, right-click the folder or subfolder you want to delete.

2. Select Delete folder.

3. Select OK to confirm.

Deleted Items folder

When you delete a message or folder, it's moved to the Deleted Items folder. You can either manually remove messages from the folder or you can set Outlook.com to automatically empty your Deleted Items folder when you sign out.

Note: To see the contents of deleted folders, select the arrow next to Deleted Items to expand the folder.

Empty your Deleted Items folder when you sign out

1. Go to Message handling settings (Settings > View all Outlook settings > Mail > Message handling).

2. Under Message options, select the check box next to Empty my deleted items folder.

3. Select Save.

To learn how to restore deleted messages, see Restore deleted email messages in Outlook.com.

Handling messages

Use commands on the Outlook.com command bar or set up rules to have Outlook.com automatically move messages into folders as you receive them.

Use commands to automatically handle messages

Commands like Sweep and Move to let you automatically delete or move messages from a particular sender. Commands appear on the Outlook.com command bar when you select a message in your inbox.

• Sweep lets you quickly delete unwanted emails in your Inbox. When you select a message, you can automatically delete all incoming email from that sender, keep only the latest email and delete the rest, or delete emails older than 10 days.

• Move to lets you move a message a specific message to another folder.

Set up rules to automatically handle messages

Use rules to automatically move messages into folders as you receive them.

1. In your inbox, select a message to which you want to assign a rule and select on the command bar.

2. Select Create rule. The Create a rule dialog box opens.

3. Choose a folder to which you want to move messages from that sender.

4. To choose other conditions and actions, select More options.

   By default, the Stop processing more rules check box is selected. When this is selected, subsequent rules will be ignored, even if they apply to the message.

5. Select OK to save the rule.

Still need help?

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