You can create a new folder in Outlook and use it like an inbox by moving or filtering messages into it

Outlook does not let you add a second inbox at the top level — you get one inbox per email account. But you can create a folder that works the same way: receives messages automatically, sorts them by sender or subject, and sits where you can see it. The folder appears in your folder list on the left side of Outlook, and you can set up rules so certain messages land there instead of your main inbox.

The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac. All three let you create folders and filter mail into them. The process takes about five minutes once you know where to click.

Key Takeaways

  • You create a new folder in Outlook, then use mail rules to automatically move messages into it based on sender, subject line, or other details.
  • In Outlook desktop, right-click your inbox and select New Folder; on the web, click the three dots next to your inbox name and choose Create new folder.
  • After you create the folder, go to Settings > Mail > Rules (desktop) or Rules (web) to set up automatic filtering.
  • You can create separate folders for different senders, projects, or message types, and each one can receive mail automatically without cluttering your main inbox.

Creating a folder in Outlook desktop for Windows

Open Outlook and look at the left sidebar where your inbox appears. Right-click directly on the word Inbox (not on a message). A menu will pop up with several options. Click New Folder.

A dialog box will ask you to name the folder. Type a clear name — for example, "Project Alpha" or "Vendor Invoices" — and click OK. The new folder now appears in your folder list, usually just below your inbox. You can click on it anytime to see messages that have been moved or filtered into it.

If you want the folder to appear at the top level alongside your inbox, make sure you right-clicked on Inbox itself, not on a folder nested underneath it. If you right-click on a subfolder, your new folder will be created inside that subfolder instead.

Creating a folder in Outlook on the web

Log into Outlook.com or your work email through the web. On the left side, find your inbox in the folder list. Click the three dots (the menu icon) next to the word Inbox. A small menu appears with options including Create new folder. Click that option.

A text field will appear asking for the folder name. Type your folder name and press Enter. The folder is created when ready and appears in your folder list. You can now set up rules to move mail into it automatically.

Setting up rules to filter mail into your new folder

Creating the folder is the first step. The second step is telling Outlook which messages should go there automatically. You do this by creating a mail rule.

In Outlook desktop: Click File at the top left, then Manage Rules & Alerts (or Rules depending on your version). Click New Rule. You will see options like "From [person]", "Subject contains [words]", or "Sent to [address]". Check the box next to the condition that matches your messages — for example, if you want all mail from your manager to go into a "Manager" folder, check From [person]. Then click in the blank field and type or select your manager's email address.

Scroll down and look for the action section. Check the box next to Move it to the specified folder. Click the folder button next to that option and select your new folder from the list. Click OK to save the rule. From now on, any message from that sender will automatically move into your new folder.

In Outlook on the web: Click the gear icon in the top right corner, then View all Outlook settings. Click Mail in the left sidebar, then Rules. Click Add new rule. You will see fields for conditions (sender, subject, recipient) and actions (move to folder, delete, mark as read). Fill in the condition — for example, select From and type the sender's address. Then select Move to folder under actions and choose your new folder. Click Save.

Using multiple conditions in a single rule

You can make rules more specific by combining conditions. For example, you might want messages from a specific sender and containing a specific word in the subject line to go into one folder, while other messages from that sender go elsewhere.

In Outlook desktop, when you create a rule, you can check multiple condition boxes. Each one you check adds an AND condition — the message must match all of them to trigger the rule. In Outlook on the web, you add conditions by clicking Add condition after you fill in the first one.

Be careful with the order of your rules. Outlook processes them from top to bottom, and once a message matches a rule, it stops checking the rest. If you have a rule that moves all mail from a sender to one folder, and another rule that moves messages with a certain subject to a different folder, the first rule will catch everything from that sender and the second rule will never run.

Moving existing messages into your new folder

Rules only explore to new messages arriving after you create them. If you want to move messages that are already in your inbox, you have to do it manually or create a one-time filter.

The easiest way is to select the messages you want to move. In Outlook desktop, click the first message, then hold Ctrl and click other messages to select multiple ones. Right-click and choose Move, then select your new folder. In Outlook on the web, check the boxes next to the messages, then click the folder icon at the top and select your destination folder.

If you have hundreds of old messages to move, you can create a temporary rule, let it run, then delete the rule. Create a rule with a condition that matches those old messages (for example, "From [sender]" or "Subject contains [word]"), set it to move them to your folder, then manually run the rule if that option is available in your version. Check your Outlook version's help documentation for the exact steps.

Organizing multiple folders into a folder group

If you create several folders, you can nest them under a parent folder to keep your sidebar clean. In Outlook desktop, right-click on an existing folder and select New Folder. The new folder will be created inside the folder you right-clicked on, appearing as a subfolder with a small arrow next to the parent folder name. Click the arrow to expand or collapse the group.

In Outlook on the web, you cannot create nested folders through the interface, but you can create many folders at the top level and use the search or sort features to find messages quickly. Some people prefer this approach because it keeps all folders visible without clicking to expand groups.

Frequently Asked Questions

Can I make a folder show unread message counts like my inbox does?

Yes. In Outlook desktop, right-click the folder and select Properties, then check the box for Show unread count. In Outlook on the web, folders automatically show unread counts next to their names if they contain unread messages.

What happens if a message matches multiple rules?

Outlook processes rules in the order they appear in your rules list. Once a message matches a rule and an action is taken (like moving it to a folder), Outlook stops checking other rules for that message. You can reorder rules in the Rules dialog to control which one runs first.

Can I set up a rule that moves messages to a folder on my phone?

Rules are created in Outlook and explore across all devices where you access that email account. When you set up a rule to move messages to a folder, those messages will appear in that folder on your phone, desktop, and web browser automatically.

How do I delete a folder I no longer need?

In Outlook desktop, right-click the folder and select Delete Folder. In Outlook on the web, click the three dots next to the folder name and select Delete. Outlook will ask you to confirm. Any rules that move messages to that folder will stop working, but the messages themselves are not deleted — they will stay in your inbox instead.