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How to automatically move subsequent conversations to a folder in Outlook?

Author: Amanda Li Last Modified: 2022-06-29

Your Inbox may be flooded with all different kinds of messages after a certain time of using. Imagine that there is a project you work on with your colleagues, and you keep sending and receiving messages in a thread or several threads. However, every time when you need to find it in your Inbox, you have to scroll down or search for it, which can be annoying. In this article, we will find out how to organize your threads or conversations in Outlook.

Organize conversations with folders in Outlook

Letโ€™s say you have multiple conversations in your Outlook Inbox, and now you are no longer sending or receiving emails in these conversations because the related projects were done. To organize these threads, you can create a folder or a subfolder:

1. Right-click on your mail account to open a drop-down menu, click New Folder and name it to create a folder in the account. Or right-click on any of your existing folder such as Inbox to open a drop-down menu, and then click New Folder and name it to create a subfolder.

2. Select the messages (conversations) in your Inbox, and then pick any of the methods below to move them to the created folder.
  • Drag them to the newly created folder.
  • Right-click on any of the selected messages, click Move > Destination folder.

Automatically move subsequent conversations to a folder in Outlook

If there are messages keeping going in a thread, and you want the future messages in the conversation to automatically go to a specified folder instead of the Inbox, please follow any of the instructions below:

Always Move Messages in selected Conversations to a Folder

Select one or multiple threads that you want to move their existing and future messages to a same folder, right-click on any of the selected threads to open a drop-down menu, then click Move > Always Move Messages in This Conversation. Then in the pop-up dialog, choose or create a new folder to where you want to move the message.

Automatically Move Messages with a Key Word to a Folder

If your case is more complicated, and you want to set your own rule to move messages to a folder, please follow the steps below:

1. In your Outlook, click File > Manage Rules and Alerts. Then click New Rule.

2. In the Rules Wizard dialog box:
  • In Step 1, select Move messages with specific words in the subject to a folder.
  • In Step 2, click specific words to add the key words that you want to move messages based on; Then click specified to specify the destination folder where you want to move the messages with the key words to.
  • Once finished, click Next.

3. Add additional conditions if you want. Once finished, click Next.

4. Pick the actions you want to apply on the messages that meet the conditions you set. Once finished, click Next.

5. Select exceptions if you have any. Then click Next.

6. Name the name for the rule in Step 1. In Step 2, check the options you need. You can review the rule you created in Step 3. If everything is ok, click Finish.

7. Now you will see the rule is created in the Rules and Alerts dialog box, click OK.

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