Create inbox rules to route supplier invoices into a folder 'Invoices' and RFI responses into 'RFI Responses', apply c…
Organize your Outlook emails and other items using a flexible system of folders and color-coded categories.
In the folder pane on the left, right-click your email address.
Select More options, then Create new folder.
Type your folder name and press Enter to create it.
Best practiceUse clear, consistent naming conventions for your folders to improve organization and searchability.
To move a folder, select and hold it, then drag it to the new location.
To categorize an email, right-click the message from the message list.
Select Categorize, then choose a category from the list.
To create a new category, select Categorize, then All Categories.
Click New, type a Name, choose a Color, and click OK.
To apply the category, select the checkbox next to it and click OK.
To create a Search Folder for categorized mail, right-click Search Folders.
Select New Search Folder, then choose Categorized mail.
Click Choose, select the categories to include, and click OK.
Click OK again to create the Search Folder.
Folders provide structure, while categories offer flexible, color-coded labels to sort items by type or topic.
Outlook's folders and categories can be managed programmatically using Microsoft Graph API or VBA for advanced automation.
Because you rarely think 'I want the redaction tool'. You think 'I have to share this without leaking the client's details'. Start from the need, and the feature finds you.
Real. Every job here was drawn from what people in real roles were actually seen doing in Outlook — not a feature checklist.
No. Each page gives you a ready prompt you can paste into an AI assistant, plus the plain steps to do it yourself. Start with either — the goal is the finished job, not the tool.