Create smart folder in outlook for mac




How to Create Smart Folders in Microsoft Outlook for Mac 2011

With Outlook open, click on the main drop down menu Outlook in the upper left and select Preferences. Select the General icon under the Personal Settings heading.

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De-check the options to Group similar folders You may need to scroll down to find them, and click on the triangle to the left of the heading to expand and view subfolders. If you would like to create folders other than the default ones listed under On My Computer: Press the control key on your keyboard and click on the Inbox under the On My Computer heading. Select New Folder from the menu that appears. An Untitled Folder will appear under the Inbox.

Smart Folders in Outlook for Mac

Rename the folder if desired, and drag it up to the On My Computer heading to move it from being a subfolder of the Inbox. If needed see help with determining which heading indicates folders that are on the mail server.


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Click and hold on a selected message, then drag it to the desired folder under the On My Computer heading in the folder list on the left. By default, dragging messages will copy instead of moving them so you may still need to delete the messages from the original folder. To skip this step you right-click on a message, select Move and indicate the desired folder on your computer.

How to Use Smart Folders

The picture below shows 4 selected messages being dragged from the Inbox folder of an account called Columbia 1 to the Inbox folder under On My Computer. Set Up an Archive Using Rules Setting up a rule allows you to move messages that fit a certain criteria, such as their age, to another location such as the On My Computer folders. Rules in Outlook for Mac are only run when a new message comes in.

What Is a Smart Folder?

Due to this, a rule based on a message's age will NOT automatically archive old messages, however you can set up the rule and run it when needed to perform a quick, bulk move of old messages. With Outlook open, select Tools from the uppermost menu, then Rules from the drop down that appears. In the Rule Name field of the next window, type in a description for the rule you are creating. This will appear in the Outlook Rules window shown above if you need to review, modify or delete it in the future.


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Set additional criteria for the rule. To have all messages that are older than days approximately 6 months moved from your account on the server to your Inbox on the computer, select the following: In the When a new message arrives: In the Do the following: Folders not labeled as such are on the mail server and will still count towards your quota. Once you click Choose Folder , a Window opens titled Window with a search field. In the search field, type in All and you'll see the All Mail folder.

Trying to create a smart folder in Outlook 15.6 (iMac)

Select it. If you have more than one account, repeat this with each account. By clicking "Post Your Answer", you acknowledge that you have read our updated terms of service , privacy policy and cookie policy , and that your continued use of the website is subject to these policies. Home Questions Tags Users Unanswered. Environment OS: The Issue Whenever I create a new search or use one of the pre-defined Smart Folder searches , the results come back with each message being listed three times with the same time-stamp, and once without any time-stamp!

Any insights? DSpencer DSpencer 11 3. The Fix To avoid the duplication, you need to update your Smart Folder search so that it excludes the All Mail folder of each Gmail account.

Smart Folders

Click Save Search once you're done. Now you're Smart Folder will work if you're using Gmail. Sign up or log in Sign up using Google.


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5 Tips for Creating an Organized Outlook Inbox

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