SOP: Creating a Folder and Rule in Outlook to Automatically Move Emails

Purpose:

This SOP provides step-by-step instructions to create a folder in Outlook and set up a rule to automatically move emails to a specific folder.

Step 1: Create a New Folder in Outlook

1. Open Outlook (Desktop or Web).
2. In the left-hand navigation pane, right-click on Inbox (or any preferred location).
3. Select New Folder.
4. Enter a folder name (e.g., "Important Emails", "Invoices", "Project X").
5. Press Enter to save the folder.

Step 2: Create a Rule to Automatically Move Emails

In Outlook (Desktop App):

1. Right-click on an email you want to filter and select Rules.

2. Click Create Rule.
   

3. Select the condition(s) that match the emails you want to filter, such as:

   • From: Emails from a specific sender or domain.
   • Subject Contains: Emails with specific keywords in the subject line.
   • Sent To: Emails sent to a specific recipient (yourself or a group).

4. Under "Do the following", choose an action:

   • Display in the New Item Alert window – Shows a pop-up alert when a matching email arrives.
   • Play a selected sound – Plays a notification sound (default: "Windows Notify Email") or a custom sound.
   • Move the item to folder – Moves the email to a specified folder (e.g., "MS Support").
     
     
      

5. Additional Options:

   • Check the corresponding box to enable an action.
   • Click Select Folder… to choose the destination folder.
   • Click Advanced Options… for more customization.
   • Click OK to save and apply the rule.
     
     

Step 3: Verify the Rule

1. Send or receive a test email that matches the rule’s conditions.
2. Confirm that the email is moved to the correct folder.
3. If needed, modify the rule in Rules & Alerts (Desktop) or Mail Rules (Web).

Additional Notes:

• Rules run automatically when new emails arrive.
• If emails are not moving, ensure there are no conflicting rules.
• To apply the rule to existing emails, manually run it from Rules & Alerts.