Outlook - Organize into Folders Tutorial

Discover techniques to efficiently organize your Outlook messages into folders. Learn to create, categorize, and manage subfolders with ease. Enhance accessibility by adding favorite folders and automating message routing with rules. Watch the tutorial for in-depth insights into using Outlook's organizational features!

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Available in Microsoft365

Objectifs :

This video aims to teach viewers how to effectively organize their messages in Outlook by creating folders and subfolders, categorizing messages, and setting up rules for automatic message management.

Chapitres :

Introduction to Organizing Messages
In this section, we will explore various techniques to organize your messages into folders. This organization enables you to categorize, archive, or simply retrieve your messages more easily.
Creating a New Folder
To create a new folder, follow these steps: 1. Right-click on your account. 2. Choose 'Create New Folder' from the menu. 3. Enter your desired name for the folder and press 'Enter' to confirm. Your folder is now created, although it does not contain any messages yet.
Categorizing Messages
You can categorize messages by selecting one or more messages and dragging and dropping them directly into the folder you created. This method allows for easy organization of your messages.
Creating Subfolders
To create subfolders, perform the same actions as creating a new folder: 1. Right-click on your new folder. 2. Select 'Create Subfolder' and rename it as desired. There is no limit to the number of folders and subfolders you can create, but be cautious as it may become tedious to find the messages you are looking for.
Adding Folders to Favorites
To avoid the hassle of searching for frequently accessed folders, you can add them to your favorites. To do this: - Drag and drop the folder into the favorites zone. - Alternatively, right-click on your folder and select 'Add to Favorites.' This action provides quicker access to your important folders.
Changing Display Order of Folders
If you want to change the display order of your folders, you can drag and drop them to place them in your desired hierarchy. This flexibility allows for a more personalized organization.
Creating Rules for Automatic Message Management
To automatically move messages from the same conversation or contact, you can create a rule: 1. Select a message. 2. Click on the three small dots on the far right in the ribbon. 3. Select 'Rules' and then 'Create Rule.' 4. Choose the destination folder from the list and confirm with 'OK.' Outlook will then ask if you want to apply this rule to your inbox. If you confirm, all messages from that sender will be transferred to the chosen folder.
Conclusion
In conclusion, you now know how to create and organize folders in Outlook, categorize your messages, and set up rules for automatic management. For more details on rules, consider watching the dedicated tutorial video.

FAQ :

How do I create a new folder in Outlook?

To create a new folder in Outlook, right-click on your account, select 'Create New Folder' from the menu, enter your desired name, and press enter to confirm.

Can I create subfolders in Outlook?

Yes, you can create subfolders by right-clicking on an existing folder, selecting 'Create Subfolder,' and renaming it as desired.

How can I quickly access my favorite folders?

To quickly access your favorite folders, drag and drop them into the favorites zone or right-click on the folder and select 'Add to Favorites.'

What are rules in Outlook and how do I create one?

Rules in Outlook are automated actions that manage incoming messages. To create a rule, select a message, click on the three small dots in the ribbon, select 'Rules,' then 'Create Rule,' choose the destination folder, and confirm.

Is there a limit to the number of folders I can create?

There is no limit to the number of folders and subfolders you can create in Outlook, but having too many may make it tedious to find specific messages.

Quelques cas d'usages :

Organizing Client Emails

A marketing manager can create folders for different clients to categorize emails related to each project. This organization helps in quickly retrieving important communications and managing client relationships effectively.

Managing Team Communications

A project manager can set up subfolders for different teams within a main project folder. This allows for better organization of team-specific discussions and documents, improving collaboration and efficiency.

Automating Email Sorting

An HR professional can create rules to automatically sort incoming applications into designated folders based on the position applied for. This streamlines the recruitment process and ensures that no applications are overlooked.

Quick Access to Important Folders

A sales representative can add frequently accessed folders, such as 'Top Clients' or 'Monthly Reports,' to favorites for quick access. This saves time and enhances productivity when managing multiple accounts.

Archiving Old Emails

An accountant can create an archive folder to store old financial records and correspondence. This helps in maintaining a clutter-free inbox while ensuring that important documents are still accessible when needed.

Glossaire :

Folders

Organizational units in email applications that allow users to categorize and store messages for easier retrieval.

Subfolders

Folders created within another folder to further organize messages into more specific categories.

Favorites

A designated area in email applications where users can place frequently accessed folders for quicker access.

Drag and Drop

A method of moving items on a computer interface by clicking and holding the item, then moving it to a new location.

Rules

Automated actions set up in email applications that allow users to manage incoming messages based on specific criteria.

Ribbon

A user interface element in applications like Outlook that contains tabs and buttons for various functions.

Inbox

The main folder where incoming email messages are stored before being organized into other folders.

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enabling you to categorize archive or simply retrieve them more easily

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to create a new folder, right?

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Click on your account and choose create new folder from the menu.

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Enter your desired name and press enter to confirm

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the folder is now created.

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It does not contain any messages yet,

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but you will be able to categorize those you want by selecting one

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or more messages and simply dragging and dropping them directly into the folder.

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You can also create sub folders by performing the same actions,

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right? Click on your new folder, create a sub folder and rename it.

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There is no limit to the number of folders and sub folders you can create,

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but it may then become tedious to find the messages you are looking for.

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To avoid this, you can add your most frequently accessed folders to your favorites

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to do this drag and drop it into the favorites zone or right,

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click on your folder and select add to favorites.

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This way you have quicker access to your folders.

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If you want to change the display order of your folders,

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you can once again drag and drop them to place them where you want in the hierarchy.

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It can also be practical to automatically move messages from

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the same conversation or the same contact to do this.

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You can create a rule by selecting a message then clicking on the

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three small dots on the far right in the ribbon and selecting rules,

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create rule,

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choose the destination folder from this list and confirm with

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OK.

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Outlook. Now asks if you want to apply this rule to your inbox.

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If you confirm with OK,

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all messages from this sender will be transferred to the folder you chose.

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For more detail on rules. I invite you to watch the dedicated tutorial video

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and that's it. You now know how to create and organize folders in outlook.

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