How to Automatically File Emails to a Folder Using a Rule

This article provides instructions on how to set up automatic rules or filters in your email client to ensure messages from specific senders or with specific subject lines are filed directly into a designated folder (or label), helping you keep your Inbox organized.

1. Microsoft Outlook (Desktop or Web)

The process below uses the Rules feature to automatically move incoming messages to a specified folder.

Steps for Creating a Rule:

1. Select the Source Email: Click on an email message from the sender or source you want to create the rule for. This is the quickest way to populate the necessary criteria.

2. Open the Rule Wizard:

   • Desktop App: Go to the Home tab in the ribbon and click Rules, then select Create Rule...

   • Web App (Outlook.com/Microsoft 365): Click the three-dot menu (...) in the top right of the message, select Advanced actions (if available), then select Create rule.

3. Define the Rule's Conditions and Actions:

   • The Create Rule dialog box will appear, often pre-filled with the sender's name.

   • Condition: Check the box next to From [Sender Name] to apply the rule to all emails from that sender. (You can also check "With the subject line containing..." or other options for more specific filtering.)

   • Action: Check the box next to Move the item to folder:.

4. Select the Destination Folder:

   • Click the dropdown or Select Folder... button.

   • Choose an existing folder, or click New to create a dedicated folder for these emails.

   • Click OK to confirm your folder selection.

5. Finalize and Apply (Desktop Only):

   • After clicking OK on the rule summary, Outlook will ask if you want to Run this rule now on messages already in "Current folder".

   • Check this box if you want the rule to immediately sort your existing emails.

   • Click OK to create and activate the rule.

2. Gmail (Using Filters)

Gmail uses Filters to manage incoming mail. Instead of moving mail to a "folder," it applies a Label and can be set to Skip the Inbox (Archive), which files it away automatically.

Steps for Creating a Filter:

1. Open Search Options: Click the Show search options down arrow, which is located on the right side of the main search bar at the top of your Gmail screen.

2. Enter Filter Criteria: In the pop-up window, enter the criteria for the filter:

   • From: Enter the full email address you wish to file.

   • (Optional: Use "Subject" or other fields for more specific filtering.)

3. Preview and Create Filter:

   • Click the Search button to preview which emails match your criteria.

   • If the results look correct, click the Create filter button at the bottom of the filter options window.

4. Define Filter Actions:

   • Check the box next to Skip the Inbox (Archive it). This prevents the email from appearing in your main Inbox view.

   • Check the box next to Apply the label:.

   • Select an existing label or choose New label... to create one (this is your folder equivalent).

   • (Optional: Check "Also apply filter to [X] matching conversations" to apply the filter to existing emails.)

5. Activate the Filter: Click the final Create filter button to save and activate the rule.

Note: Always test your new rule or filter by sending a test email to yourself from the specified address to ensure the message is filed correctly.