Outlook - Organizing in folders Tutorial

In this video, you will learn how to organize your emails in Microsoft Outlook 2016 by creating folders.
The video covers the steps to create a new folder and how to move emails to specific folders.
This will help you keep your email inbox organized and easily find important messages.

2:36
3806 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively organize their messages by creating folders and subfolders, managing favorites for quick access, and automating message movement to enhance productivity.

Chapitres :

Introduction to Message Organization
In today's digital age, managing a large volume of messages can be overwhelming. This video provides a step-by-step guide on how to organize messages into folders and subfolders, making it easier to locate and manage communications.
Creating a New Folder
To start organizing your messages, you can create a new folder within your inbox. Follow these steps: - Right-click on the inbox. - Select the option to create a new folder. - Type the desired name for your folder. - Press the Enter key to finalize the creation. Your new folder is now created, although it will initially be empty.
Moving Messages into Folders
Once your folder is created, you can easily move messages into it. To do this: - Select one or more messages. - Drag and drop them into your new folder. This method allows for quick organization of your messages.
Creating Subfolders
You can further organize your messages by creating subfolders. To create a subfolder: - Right-click on the folder you just created. - Choose the option to create a new folder. - Name the subfolder and press Enter. You can create multiple subfolders as needed.
Using Favorites for Quick Access
To streamline your workflow, you can add frequently used folders to your favorites. Here’s how: - Right-click on the desired folder. - Select the option to show it in favorites. - Alternatively, drag and drop the folder directly into the favorites section. This provides faster access to your most important folders.
Rearranging Folder Hierarchy
You can rearrange the order of your folders by dragging them to your preferred location. This allows you to customize the display order according to your needs.
Automating Message Movement
To automate the movement of messages, follow these steps: - Select an item from the conversation. - In the ribbon, click on 'Move'. - Choose 'Always move messages in this conversation'. - In the window that opens, select an existing folder or create a new one. - Click 'Okay' to save your settings. This feature will automatically move future messages from the selected conversation to the designated folder.
Managing Unread Messages
New messages will be moved directly to the specified folder, so they won't appear at the top of your message list. To manage unread messages: - Use the 'Unread Mail' folder in your favorites, which centralizes all new messages. - If the 'Unread Mail' folder is not visible, right-click on it, select 'New Search Folder', and then choose 'Unread Mail'. - Confirm your selection and add this folder to your favorites for easier access.
Conclusion
By following these steps, you can effectively organize your messages into folders and subfolders, utilize favorites for quick access, and automate message management. This will enhance your productivity and make it easier to keep track of important communications.

FAQ :

How do I create a new folder in my inbox?

To create a new folder in your inbox, right-click on the inbox, select 'New Folder', type the desired name, and press the enter key.

Can I create subfolders?

Yes, you can create subfolders by right-clicking on an existing folder, selecting 'New Folder', naming it, and pressing enter.

How can I quickly access my most used folders?

You can add frequently used folders to your favorites by right-clicking on the folder and selecting 'Show in Favorites' or by dragging and dropping it into the favorites section.

What is the purpose of the unread mail folder?

The unread mail folder centralizes all new messages received across all folders, making it easier to find and manage unread emails.

How do I automatically move messages to a specific folder?

Select the item, click 'Move' in the ribbon, choose 'Always move messages in this conversation', select or create a folder, and click 'Okay' to save.

What should I do if I can't find my unread mail folder?

If you can't find your unread mail folder, right-click on the folder list, select 'New Search Folder', choose 'Unread Mail', and confirm. You can then add it to your favorites for easier access.

Quelques cas d'usages :

Organizing Client Emails

A project manager can create folders for different clients to organize all related emails. By using subfolders for specific projects, they can easily locate important communications and improve workflow efficiency.

Managing Team Communications

A team leader can set up a folder structure for various team projects, using favorites for quick access to the most active projects. This helps in keeping track of ongoing discussions and deadlines.

Streamlining Customer Support

A customer support representative can create folders for different types of inquiries (e.g., technical support, billing issues) and use the unread mail folder to prioritize new requests, ensuring timely responses.

Email Marketing Campaigns

A marketing professional can organize emails related to different campaigns in separate folders, using subfolders for each campaign phase. This organization aids in tracking progress and managing follow-ups effectively.

Personal Email Management

An individual can create folders for personal matters, such as travel plans, bills, and family communications. By using the favorites section, they can quickly access important information without sifting through all emails.

Glossaire :

Folder

A digital container used to organize and store messages or files within an email client or file management system.

Subfolder

A folder created within another folder to further categorize and organize content.

Drag and Drop

A common user interface action where a user selects an item and moves it to a different location by clicking and holding the mouse button while moving the item.

Favorites

A section in an email client where users can add frequently accessed folders for quicker access.

Ribbon

A user interface element in software applications that contains tabs with various tools and options for users to perform tasks.

Unread Mail Folder

A special folder that consolidates all new messages that have not yet been read, allowing users to easily find and manage them.

Search Folder

A virtual folder that displays a set of emails based on specific criteria, such as unread messages.

00:00:05

it's quite interesting to organize them

00:00:07

and store them in folders.

00:00:10

First we will create a new folder

00:00:11

that will be added in the inbox.

00:00:14

By right clicking on inbox you have the possibility

00:00:17

to create a new folder.

00:00:20

Type the name you want to give it

00:00:21

and then press the enter key.

00:00:24

My folder is now created.

00:00:26

It is still empty though.

00:00:28

So I will be able to select one or more messages

00:00:30

and simply drag and drop them into my new folder.

00:00:34

It is also possible to create sub folders.

00:00:37

In the same way I right click on the folder

00:00:39

I just created and I choose new folder.

00:00:43

I simply name it and press enter.

00:00:46

You can create as many folders and subfolders as you want,

00:00:50

but when you create many it becomes difficult

00:00:52

to develop each folder one by one.

00:00:55

This is why you can add the folders

00:00:57

you use most often in the favorites area.

00:01:01

By right clicking on the desired folder

00:01:04

you can choose to show in favorites.

00:01:07

You can also drag and drop it directly

00:01:09

into the favorites section.

00:01:11

You now have faster access to this folder.

00:01:14

It is also possible to rearrange the hierarchy

00:01:17

of your folders by simply dragging them

00:01:19

where you want them to appear.

00:01:22

Or if you just want to change the display

00:01:24

order of these folders.

00:01:26

Alternatively, you can move messages automatically.

00:01:31

Select an item and then in the ribbon click move.

00:01:34

And then choose, always move messages in this conversation.

00:01:39

In the window that opens select a folder

00:01:42

or create a new one.

00:01:43

Then click okay to save.

00:01:46

This function will automatically move future messages

00:01:49

from this conversation to this folder.

00:01:52

Take note, however, new messages will be moved

00:01:55

directly to the specified folder.

00:01:57

Do not expect them to appear at the top

00:01:59

of the message list.

00:02:01

In this case you can use the unread mail folder

00:02:04

in the favorites section which centralizes

00:02:06

all new messages received in all folders.

00:02:10

Or refer to the number always in the favorite section

00:02:13

if you have added the folder in question as a favorite.

00:02:17

If you do not see your unread mail folder in your favorites

00:02:20

and it's not present in your search folders,

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right click on this folder,

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click on new search folder, then select unread mail.

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Confirm.

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You can now place this folder in your favorites

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to find it more easily.

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