How to Rearrange Folders in Outlook for Better Email Management

Managing your email can be time-consuming, but with the folder features in Microsoft Outlook, it doesn’t have to be. In this guide, we’ll focus on working with folders in Outlook to help you save time and effort.

Are you a filer or a piler when it comes to managing your email? Most people choose to leave their messages in their Inbox, but this can be a drag on productivity. With robust search tools in Outlook, it’s easier to find messages regardless of their location. Keeping all your messages in the Inbox can cause important messages to be missed. To keep your Inbox clean and move messages to the appropriate folder, consider working with folders.

Many Outlook users create and work with topic-based folders, such as clients. However, this hierarchy can become complex with too many folders and topics. With so many people checking email on their phones, having fewer folders might make more sense. Consider switching to an action-based folder structure, such as Pending, Parking Lot, Processed, and Reference. Action-based folders give you a place to move messages without having a complex system of folders.

You can also apply a hybrid mix of topic- and action-based folders. As you explore which approach works best for you, another option is to create folders by right-clicking on the primary or parent folder, such as the Inbox. This gives you access to other folder management tools.

To create a new folder, go to the Folder tab and select New Folder. The keyboard shortcut for this is CTRL+SHIFT+E. You can also flag messages for follow-up, or come back to them periodically and delete them.

In conclusion, working with folders in Outlook can help you manage your email more efficiently. Consider switching to an action-based folder structure or applying a hybrid mix of topic- and action-based folders. With these tips, you can make the most of Outlook’s folder features and save time and effort.