How to create a folder in Outlook

Want to know how to create a folder in Outlook? Creating folders is a simple way to organise your emails and keep your Inbox under control. In this post, I’ll show you how to create a new folder in Outlook, create subfolders, move emails into folders, and rename, move or delete folders.

This post was inspired by my achievement this week where I reduced the number of emails in my inbox from over 1,000 down to 296, so I thought it would be a great idea to put this online as well. One popular technique is referred to as Inbox Zero which works along the lines of having an empty Inbox by utilising various features and techniques to stay organised. How you manage your Inbox is a choice only you can make but using folders to keep things organised is just one of the options available.

So along those lines let’s now look at how to create a folder in Outlook (or any email client for that fact) and keep your inbox in tip-top shape.

Subfolders are folders created inside a main folder to help organise emails into smaller, more specific categories. They allow you to group related messages together while keeping the overall folder structure tidy and easy to navigate. For example, a main folder called Clients might contain subfolders for each client, while a Projects folder could contain a subfolder for each project. Using subfolders can reduce clutter, make emails easier to locate, and provide a logical structure for storing large volumes of messages. As with folder names, the way subfolders are organised should reflect the user’s individual needs and working style.

To create folders and subfolders in Outlook:

1. Open Microsoft Outlook.
2. On the left-hand side within the Folder Pane, you will see your mailbox containing folders such as the Inbox, Drafts, Sent Items, Outbox etc.
3. At the top of the mailbox you will see either your name and/or your email address:

4. Select the Folder tab from the Ribbon and click the New Folder button:

5. The Create New Folder dialog box will appear:

6. In the Name field type a name for the new folder which will hold your folders.
7. Leave the Folder contains setting as Mail and Post Items.
8. From the Select where to place the folder section, select your name or email address which should be the first item in the list.
9. Click OK.
10. Alternatively, you can right click on your name or email address at the top of your mailbox and choose New Folder. Type in a name for the folder and press Enter.

11. You should now see the new folder within your mailbox items list. E.g. I created a folder for Clients:

12. Repeat the process to now create a sub-folder inside your new folder. E.g. I have created 2 x subfolders inside the Clients folder:

Move an email into a folder

Now that you how to create a folder in Outlook, you will want to file them into their corresponding folder.

1. Go to the Inbox and locate an email you wish to file into a folder.
2. Click and hold the left mouse button and drag the email on top of the folder you want to file it into.
3. Release the mouse button.
4. The email will now be moved into the folder.

1. Open Microsoft Outlook New.
2. Right click on your name or email address at the top of the mailbox:

3. Choose Create new folder from the menu.
4. Enter a name for the new folder and press Enter.
5. The new folder will appear in the list.

How to move a folder in Outlook

If you accidentally create a folder in the wrong place, you can move it using either of the following methods:

1. Right mouse click on the folder you wish to move.
2. Select Move Folder or Move (depending on the version of Outlook) from the shortcut menu.
3. The Move Folder dialog box will appear.
4. Select the new location within your mailbox.
5. Click OK to confirm the change.
6. The folder will now be moved to its new location.

Alternatively, you can drag and drop the folder into the new location using the mouse.

How to rename a folder in Outlook

1. Right mouse click on the folder you wish to rename.
2. Select Rename Folder or Rename (depending on the version of Outlook) from the shortcut menu.
3. Edit the name of the folder as needed and press Enter.
4. The folder will now be renamed.

How to delete a folder in Outlook

1. Right mouse click on the folder you wish to delete.
2. Select Delete Folder or Delete (depending on the version of Outlook) from the shortcut menu.
3. You will now see a prompt asking you to confirm you wish to move the folder to your Deleted Items folder.
4. Click Yes to confirm or No to cancel.
5. If you chose Yes, the folder will now be moved to the Deleted Items folder. This allows you to restore this in the future if needed.

I hope this has helped you learn how to create a folder in Outlook and improve the management of your emails and Inbox. Remember that your Inbox should not be a storage location – more so a place to hold any item which is pending action or your attention. Creating a logical folder structure to allow you to store emails in Outlook will streamline your work processes.

Once you’ve created your folders, you can use Outlook Rules to automatically move incoming emails into the appropriate folder. Another great feature that can be used for filing emails into folders are Quick Steps. For the next step relating to folders, check out how to create your own Search Folders.

What technique helps keep your Inbox under control? Leave your comments below.