Creating a folder in Outlook takes three clicks

Open Outlook and look at the folder list on the left side of your screen. Right-click on the folder where you want to create a new folder — usually "Inbox" or "Mail" depending on your Outlook version. A menu appears. Click "New Folder". Type a name for your folder and press Enter. The folder now appears in your list and you can move emails into it.

The exact steps change slightly between Outlook on the web (the version you use in a browser), Outlook on Windows, and Outlook on Mac, but the idea is the same: right-click, select new folder, name it, and save. If you cannot find a right-click menu, look for a plus sign or gear icon near your folder list — clicking that usually opens the same options.

Folders in Outlook work like folders on your computer. You create them to sort emails by project, person, topic, or any system that makes sense to you. Once a folder exists, you drag emails into it or use rules to move emails automatically.

Key Takeaways

  • Right-click on an existing folder in your folder list, then select "New Folder" to create a folder in Outlook.
  • You can create folders inside other folders to organize your email into multiple levels, like a filing cabinet with drawers inside drawers.
  • Outlook on the web, Windows, and Mac all have slightly different menus, but the process of naming and saving a new folder is the same on all three.
  • Once you create a folder, you can drag emails into it by hand or set up rules to move certain emails automatically.
  • Folders you create in Outlook stay on your computer or in your online account — they do not sync to other devices unless you set up your account on those devices too.

Where to right-click depends on your Outlook version

If you use Outlook on the web (Outlook.com or your work email in a browser), look at the left side of your screen. You will see "Inbox", "Drafts", "Sent Items", and other folder names. Right-click directly on one of these names. A small menu appears with options including "Create new folder". Click that option, type your folder name, and press Enter.

If you use Outlook on Windows (the desktop app), the folder list is also on the left. Right-click on "Inbox" or any folder you see there. The same menu appears. Select "New Folder", name it, and click OK.

If you use Outlook on Mac, the process is similar but the menu looks different. Right-click on a folder in the sidebar on the left, then look for "New Folder" in the menu that appears. Name your folder and press Return.

If you do not see a folder list at all, your view may be collapsed. Look for a small arrow or icon that expands the folder panel. In Outlook on the web, this is usually a hamburger menu (three horizontal lines) in the top left. In Outlook on Windows, it is usually on the left edge of the window.

Creating folders inside folders keeps your email organized

Once you create your first folder, you can create folders inside it. This is useful if you have many emails on one topic. For example, you might create a folder called "Work Projects", then create folders inside it called "Project A", "Project B", and "Project C".

To create a folder inside another folder, right-click on the parent folder (the one you want to put the new folder inside). Select "New Folder", name it, and save. The new folder will appear indented under the parent folder, showing that it is nested inside.

You can nest folders as deep as you want, but most people find that two or three levels is enough. If you go too deep, it becomes hard to remember where you put things. A straightforward system — one main folder with a few subfolders inside — usually works better than a complicated one.

Moving emails into your new folder

After you create a folder, you need to move emails into it. The easiest way is to drag and drop. Click on an email in your inbox, hold down the mouse button, and drag it to your new folder. Release the mouse button and the email moves into that folder.

You can also right-click on an email and look for a "Move" option. Click it, then select the folder you want to move the email to. This method works well if dragging feels awkward on your device.

If you have many emails to move at once, click the first email, then hold Shift and click the last email in a group. All the emails between them are now selected. Drag them all to your folder at once, or right-click and select "Move".

Setting up automatic rules to move emails

Instead of moving emails by hand every time, you can create a rule that moves certain emails automatically. In Outlook on the web, open an email from the person or topic you want to organize. Click the three dots (more options) at the top of the email. Look for "Create rule" or "Rules". Select it.

A dialog box appears asking what you want the rule to do. You can tell Outlook to move all emails from a specific person, or all emails with certain words in the subject line, into your new folder. Set the rule to move those emails to your folder, then click Save.

In Outlook on Windows, go to the Home tab at the top. Click "Rules" and then "New Rule". Choose "explore Rule on Messages I Receive". Set the condition (for example, "from [person's name]") and the action (move to folder). Name your rule and click OK.

Rules save you time if you get regular emails from the same person or about the same topic. Once a rule is set up, those emails go straight to your folder without you having to touch them.

Renaming, moving, or deleting folders you no longer need

If you create a folder and later want to change its name, right-click on the folder and select "Rename". Type the new name and press Enter. The folder keeps all the emails inside it — renaming does not delete anything.

To move a folder into another folder, right-click on it and select "Move". Choose the folder you want to move it into. This is useful if you realize later that a folder should be nested inside another one.

To delete a folder, right-click on it and select "Delete" or "Remove". Outlook usually moves the folder to a Deleted Items or Trash folder first. If you change your mind, you can go to Deleted Items, right-click the folder, and restore it. If you empty your Deleted Items folder, the folder is gone for good.

Folders you create stay in one place unless you set up your account elsewhere

Folders you create in Outlook on the web are stored in your online account. If you sign into Outlook.com or your work email from a different browser or computer, those folders are there. They sync automatically because they live in the cloud.

Folders you create in Outlook on Windows or Mac are stored on that device. If you sign into Outlook on a different computer, those folders do not appear there automatically. To see your folders on multiple devices, you need to set up your email account on each device. Even then, folders created on one device may not show up on another right away — it can take a few minutes to sync.

If you use both Outlook on the web and Outlook on Windows with the same email account, you may end up with folders in both places. To avoid confusion, create your folders in one place and stick with it, or make sure you create the same folder structure in both places.

Frequently Asked Questions

Can I create a folder without right-clicking?

Yes. In Outlook on the web, look for a plus sign or "New Folder" button near your folder list. In Outlook on Windows, you can go to the Home tab and click "New Folder". On Mac, look for a plus icon in the sidebar. These buttons do the same thing as right-clicking.

What happens to emails if I delete a folder?

When you delete a folder, the emails inside it go to your Deleted Items or Trash folder along with the folder itself. You can restore the folder and its emails by going to Deleted Items, right-clicking the folder, and selecting Restore. If you empty Deleted Items, the emails are gone.

Can I create a folder with the same name as another folder?

You can create folders with the same name in different locations — for example, one "Projects" folder inside "Work" and another "Projects" folder inside "Personal". But you cannot create two folders with the same name in the same location. Outlook will not let you do it.

Do folders I create in Outlook show up on my phone?

If you use the Outlook app on your phone and sign in with the same account, your folders appear there too. It may take a few minutes for them to sync. If a folder does not show up, try closing and reopening the app, or signing out and signing back in.

Can I move a folder into another folder if they are in different email accounts?

No. Folders belong to the account they were created in. You cannot move a folder from one email account to another. You can only move folders within the same account.