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Add Accounts, Create Folders, and Rules in Outlook (Windows Desktop)

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Microsoft Outlook is loaded with productivity tools to help you stay organized and take charge of your email.

In this guide, we will walk through the basics of Outlook, focusing on three essential tasks:

  1. Adding multiple accounts
  2. Creating folders
  3. Rules for email filing into different folders

By mastering these fundamental skills, you'll be able to streamline your email management and boost productivity. Let's dive in. 

Adding multiple accounts in Outlook

Adding multiple email accounts is a useful tool for keeping all your most frequently used emails in one place.

Log in to Outlook app on desktop.

Locate and select the File tab in the top left corner.

file tab microsoft outlook

In the Account Information page, select  + Add Account.

add acount to outlook

Enter an email address and let outlook automatically sync your information.

add new email account in outlook
How to create folders in Outlook

Creating folders in Outlook is a great way to stay organized and keep track of different emails coming into your inbox. To learn how to create folders, watch the video or follow the steps below.

Open Outlook on Windows desktop, and in the left navigation bar, right click your email > New Folder.

outlook new email folder

A white text box will appear for you to name the folder. Then, you can easily move your folders by dragging them up or down.

They may move to the bottom or deleted, so we recommend moving them to your favorites for quick access.

outlook move folder to favorites
How to automatically file emails

Sometimes inboxes get crowded with tons of emails. Prevent unimportant or spam emails from taking over your inbox by filing them to a designated folder.

Filing these emails away, you can still have access to them in while keeping your primary inbox clean.

In outlook on Windows desktop, right click Inbox to create a sub-folder. This creates a folder within the Inbox folder, which allows you to file emails coming into the Inbox.

create new folder inbox

Enter desired folder name.

For example: If you want to file your emails coming in from ScreenSteps, Canvas, Zoom, Microsoft etc.. you might want to create a folder for these emails.

Once created, it will appear under your inbox. Tap the dop-down arrow to see it.

ScreenSteps folder in inbox

Now that you have created a folder to file emails, locate the email from a sender you wish to file.

Then, create a rule.

Creating a rule will tell all emails that come in from a specific sender to be sent away into a different inbox folder.

To create a rule, simply right click on the email message, choose Rules > Create Rule.

create rules in outlook right click email

Check the following options to create a rule:

  1. Check "When I get an email from SELECTED SENDER"
  2. Check "Move the item to SENDER Folder"
  3. Select correct Folder
create rule and select folder in outlook

Note: If you do not see the folder right away, make sure you click the drop down arrow. Always be mindful of the arrows. They reveal additional options.

Press OK.

select the folder to create a rule

Now, the box will show it is checked, and the rule is ready.

Press OK.

press ok to confirm new rule

Make sure Run this rule is checked.

Click OK.

press ok again to confirm rule and run this rule

Success! The rule has been created, and once you check the box to run the rule now, and press OK, your rule will apply to all current and future emails. Hooray! Now you can begin to organize your emails like a pro.

Additional Resources

Want to learn more about Outlook's features? Visit the Microsoft Outlook Guides

Need tech support? Contact your local or district IT help desk.

If you enjoyed this guide, leave a like or comment below, and let us know if there is something else you would like us to cover in Outlook.


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