No Ticket Needed

Appearance

4 min fix 5 min read Recently reviewedBeginner

By , IT support technician

Quick Answer

Right-click your inbox in the left sidebar and select New Folder to create a space to organize your emails.

How to Create and Manage Outlook Folders ​

Estimated Time to Fix: 4 minutes

Applies to: Microsoft Outlook (new Outlook, classic Outlook, Outlook on the web)
Article Type: How-To
Last Updated: 2026-07-16

Summary ​

Create, rename, move, and organize Outlook email folders to keep your inbox under control. This guide covers folder creation, nesting, drag-and-drop filing, favorites, and automatic sorting with rules.

Prerequisites ​

  • A Microsoft 365 email account.
  • Outlook (desktop, new Outlook, or Outlook on the web).

Instructions ​

1. Create a New Folder ​

Add a folder to organize your emails by project, client, or topic.

  1. Open Outlook and look at the folder pane on the left side. If you don't see it, click View > Folder Pane > Normal.
  2. Right-click on Inbox (or any existing folder you want to create a subfolder under).
  3. Select New folder (or New subfolder in new Outlook).
  4. Type a name for the folder and press Enter.

The new folder appears in the folder pane.

2. Create Nested Subfolders ​

Organize folders within folders for deeper categorization.

  1. Right-click the parent folder you created.
  2. Select New folder (or New subfolder).
  3. Type the subfolder name and press Enter.

TIP

You can nest folders multiple levels deep, but two or three levels is usually enough. Deeply nested folders become hard to navigate — consider using Outlook Categories and Flags for additional organization instead.

3. Move Emails into Folders ​

Drag and drop or use the menu to file emails.

  1. Select one or more emails in your inbox (hold Ctrl and click to select multiple).
  2. Drag the selected emails to the target folder in the folder pane.
  3. Alternatively, right-click the selected emails, choose Move, and select the destination folder.

Not every message needs filing. To see all mail from one sender, everything you flagged, or every message with an attachment gathered in one place without moving anything, create a Search Folder instead — see How to Use Search Folders in Outlook.

4. Rename a Folder ​

Change a folder's name without losing its contents.

  1. Right-click the folder you want to rename.
  2. Select Rename.
  3. Type the new name and press Enter.

All emails inside the folder remain intact.

5. Rearrange and Reorder Folders ​

Move folders up or down in the folder pane.

  1. Click and drag a folder to a new position in the folder pane.
  2. To move a folder inside another folder, drag it on top of the destination folder.
  3. To move it back to the top level, drag it onto your mailbox name at the very top of the folder list.

6. Delete a Folder ​

Remove a folder and its contents.

  1. Right-click the folder you want to delete.
  2. Select Delete folder.
  3. Click Yes to confirm.

The folder and all its emails move to the Deleted Items folder. You can recover them from Deleted Items until it's emptied.

WARNING

Default folders like Inbox, Sent Items, Drafts, and Deleted Items cannot be renamed or deleted. You can only create, rename, and delete folders you've made yourself.

7. Add Folders to Favorites ​

Pin frequently used folders to the top of the folder pane for one-click access.

  1. Right-click the folder you want quick access to.
  2. Select Add to Favorites.

The folder appears in the Favorites section at the top of the folder pane.

8. Automatically Sort Emails into Folders with Rules ​

Set up rules so emails file themselves — no manual dragging required.

  1. Right-click an email from the sender or subject you want to auto-sort.
  2. Select Rules > Create Rule.
  3. Check the condition (From, Subject contains, etc.) and select Move the item to folder.
  4. Choose the target folder and click OK.

Future emails matching the rule are automatically moved to the folder.

Troubleshooting ​

TIP

If your folder pane disappears, press Ctrl + 6 (classic Outlook) or click the folder icon in the left sidebar (new Outlook) to bring it back.

Symptom / ErrorPotential CauseSolution
Folder doesn't appear after creating itFolder pane collapsedClick the arrow at the top of the folder pane to expand it, or press Ctrl + 6.
Can't drag emails to a folderFolder pane is in compact modeClick View > Folder Pane > Normal to show the full pane.
Deleted folder emails are goneDeleted Items was emptiedGo to Deleted Items, right-click, and select Recover deleted items. Items may be recoverable for up to 30 days.
Folder order keeps resettingOutlook sorting folders alphabeticallyIn classic Outlook, folders under Inbox sort alphabetically by default. Prefix folder names with numbers (01-Projects, 02-Clients) to control the order.
Emails not auto-sorting into foldersRule not runningGo to File > Manage Rules & Alerts and verify the rule is enabled. See How to Create Email Rules in Outlook.