How To Set Up Folders In Outlook 365

Topics Map > Features and Functionality > Client Capabilities > Web (OWA)

Office 365 (Outlook on the spider web) - Working with mail folders

By default, messages that are sent to you are stored in your Inbox. But you tin can organize your letters into a hierarchical folder system and adjust it as your needs change. You lot can admission Outlook on the web using any supported browser.

Folders in Outlook on the web

Default folders
Right-click carte du jour for folders
Creating folders
Moving folders
Important considerations when managing folders/emails
The Deleted Items folder

Recover deleted items

Favorites
What else do I need to know?

Default folders

Your account starts with these default folders:

Inbox Incoming messages go far in your Inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email.
Drafts If you create or respond to a message, just can't terminate it right away, it volition automatically be saved to your Drafts folder. You can come back to the bulletin afterwards to go along editing information technology, so send information technology.
Sent Items By default, a re-create of every message you ship is put in your Sent Items binder.
Deleted Items When yous delete a bulletin, it's moved to the Deleted Items binder.
Junk Email Messages that take junk email characteristics only that aren't blocked past a spam filter before they reach your mailbox will automatically be moved to this folder. Larn near junk email and phishing has more than information virtually your Junk Email folder.
Notes This is a read-just folder. You must use Outlook to create or edit items in this folder.
Ataxia Ataxia helps yous movement low priority messages out of your Inbox so that you tin can easily scan for important letters. Learn more.

You may see other folders that have been created by your administrator. Note: default folders cannot be renamed/deleted.

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Right-click menu for folders

Most of what you tin do with a folder volition exist found in the right-click menu. Actions you lot can accept include:

Create new binder Employ this to create a new subfolder in the folder you lot correct-clicked.
Rename Rename the binder. You tin can't rename the default folders, such as the Inbox binder.
Delete Delete the entire folder. Delete will movement the folder to the Deleted Items folder.
Empty Deletes everything in the folder, including whatsoever subfolders.
Add to Favorites Adds the current folder to your Favorites.
Move Opens a window where y'all can select a folder to movement this folder to. You can also move a binder by clicking it and dragging it to where you want it.
Mark all as read Marks every detail in the binder as read.
Assign policy This feature may not be available to yous. If it is, you can use it to assign a retention or archive policy to messages in the binder.

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Creating folders

You tin can create additional folders to organize your messages any way yous want. For instance, y'all can create a folder for a specific project, or for all messages sent past a detail person, or all letters sent to a distribution group that you're a member of.

To create a new folder, right-click the parent binder you want to create the new folder in. If you want a top-level folder (a folder at the aforementioned level as your Inbox), you would use your mailbox as the parent folder.

To create a folder:

Right-click on your business relationship.
Click create new folder.
Type the name you want to use for this folder.
Press Enter or click away.

Important Annotation: It is recommended you lot not create sub-folders under your Inbox.

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Moving folders

In that location are ii ways to move a folder.

Click the binder you want to motility and drag it to where yous want it - this activity can only be used when moving the folder to a sub-folder - you cannot move it with the intention of sorting the folder list (sorting is preset and cannot exist overwritten).
Right-click the binder yous want to move and click Move.

A window will pop up that you can use to choose what folder to motion the binder into. Click the binder you want to movement to and click Move. Or click Cancel to close the movement folder window without moving the folder.

You can even create a new folder to move the subfolder into by right-clicking the parent folder you lot want and clicking Create new subfolder.

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Of import considerations when managing folders/emails

A folder (including all emails) can only be moved to some other location. Information technology cannot be copied.
When moving/copying folders/emails to another location, or downloading a large mailbox, be patient. There may exist times when you will need to look a certain amount of time before the move/copy completes. Important: Do not quit out of the application until yous take verified the move/copy command has completed. Review following Microsoft resources:

"Outlook not responding" error or Outlook freezes when yous open a file or send post
Outlook not responding, stopped working, freezes or hangs

If you want to move/copy a sub-set of emails to another location, you tin can apply the CTRL or Shift-click actions to select the desired email messages. Notation: During our testing, we have noticed inconsistencies when attempting to apply CTRL or Shift-click actions to select the desired email letters. If the range of letters y'all are attempting to select is large, y'all may non be able to select them. You lot will need to select a smaller range of letters.
When scrolling through a binder with a large number of letters, the web client may require some time to testify you the messages within the folder listing. Delight be patient.

The Deleted Items folder

When y'all delete a message, it's first moved to the Deleted Items folder. Yous can either let messages stay at that place, or you can set Outlook on the web to automatically empty your Deleted Items folder when you sign out. Your administrator may have ready up a policy to empty items from your Deleted Items folder after they've been there for a preset number of days. For example, there may be a policy that removes annihilation that's been in your Deleted Items binder for thirty days.

Recover deleted items

If your administrator has enabled the recover deleted items feature, y'all can use it to recover items that accept been deleted from your Deleted Items folder. How long items will be recoverable depends on settings that are controlled by your administrator.

Right-click Deleted Items.
Click Recover deleted items.
Select all item you desire and so click Recover. The particular volition be moved to its default location. Letters will go to your Inbox, calendar items will become to your Agenda, contacts to your Contacts folder, and tasks to your Tasks folder.

Yous can also select Purge to permanently delete an item. If you purge an item, y'all won't be able to use Recover deleted items to get it back. Purging a bulletin won't remove information technology from any backups that were made before you purged information technology.

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Favorites

It's non unusual to finish up with and then many folders that information technology can exist hard to go on track of the folders that are most important to you. To make it easier to keep rails of those folders, you can add together them to your Favorites. Favorites don't appear in your folder list until you've added at to the lowest degree i folder to Favorites. Adding a binder to Favorites doesn't move the folder, but creates a link to information technology.

To add a binder to Favorites, correct-click it and click Add to Favorites.
You lot can re-gild folders in Favorites past clicking and dragging, or by right-clicking so clicking Move up in list or Move downward in list.
To remove a folder from Favorites, correct-click it in Favorites and click Remove from Favorites. This only removes the link to the folder from Favorites; information technology won't delete the folder from your mailbox.

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What else do I need to know?

The folders you create can be at the same level as your default folders, for example, the Inbox or Sent Items folders. Or, you lot can create sub-folders within any existing email folder. It is recommended you non create sub-folders under your Inbox.
You may need to refresh your browser to view a folder that you just created in the binder listing.
If you lot desire to create a personal information folder equally a subfolder to a mail folder, you can create the folder and then motility it to the location you lot want. Some folders, for example, the Inbox, can't exist moved to another location.
Some folders, for example, the Inbox, tin't be renamed. If the binder can't be renamed, the Rename option in the bill of fare volition announced dimmed.
Later you delete a folder, it's moved to the Deleted Items folder. The folder isn't permanently removed until you lot empty the Deleted Items binder or delete the folder from the Deleted Items folder.

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Keywords:	microsoft role 365 spider web app client outlook emails overview letters folders owa o365 default create creating deleted deleting manage managing motion moving empty elimination add adding favorites marking every bit all read assign policy assigning policy clutter rules files Advise keywords	Doc ID:	32691
Owner:	O365 S.	Grouping:	Office 365
Created:	2013-08-12 13:00 CDT	Updated:	2022-01-10 ten:56 CDT
Sites:	DoIT Help Desk, DoIT Tech Shop, Function 365
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