Filter One Sender's Mail to a Certain Folder in Outlook

Manage your messages with personalized folders for important email

Outlook open on Windows 10 laptop

 Original Image: Zlatko Plamenov/Freepik

by Heinz Tschabitscher
An independent writer who has reviewed hundreds of email programs and services since 1997.
Updated January 16, 2019

In Microsoft Outlook, creating a rule that files all mail from a specific address to a certain folder is easy. If you don't already have a folder set up for this purpose, create a new folder for the individual's email by right-clicking your inbox folder and selecting New Folder.

This article applies to Outlook for Windows. The process for filtering emails may be slightly different in versions of Outlook for Mac.

How to Forward Emails to a Folder in Outlook 2016

To start sending messages from a particular sender to a designated folder:

  1. Open an email from the sender whose messages you want to filter.

  2. Under the Home tab, select Rules.

    Select Rules under the Home tab.

  3. Choose Always Move Messages From: [Sender].

  4. Select the desired target folder.

    Select the folder you want to forward your emails to.

  5. Select OK.

How to Filter Emails in the Web Version of Outlook

To start sending messages from a particular sender to a designated folder using the web version of Outlook for Office 365:

  1. Log into Outlook.com and select the gear icon in the upper right corner to open the Quick settings menu.

    Select the gear icon to open the Microsoft Outlook Quick settings menu.

  2. Select View all Outlook settings at the bottom of the menu.

  3. Select Rules from the list of options, then choose Add new rule.

  4. Create a name for your rule.

    Create a name for your rule.

  5. Under Add a condition, select From and enter the sender's email address.

    Under Add a condition, select From and enter the sender's email address.

  6. Under Add an action, select Move to.

  7. Select the adjacent box and choose a target folder, or select New folder.

    Choose a target folder or select New folder

  8. Select Save in the upper right corner of the Settings window.

How to Forward Emails to a Folder in Outlook 2013

To have Outlook file a particular sender's messages automatically:

  1. Open an email from the sender whose messages you want to filter.

  2. Go to the Home tab in the ribbon.

    Home tab in Outlook on Windows 10

  3. Select Rules > Always Move Messages From: [Sender]

    Always Move Messages From: menu item in Outlook

  4. Highlight the desired target folder.

    Folder to move messages to:

  5. Select OK.

How to Filter Emails in Outlook 2007 and 2010

To instruct Outlook 2007 and Outlook 2010 to file a particular sender's messages automatically:

  1. Right-click a message from the sender whose messages you want to filter.

  2. In Outlook 2007, select Create Rule from the menu that comes up. In Outlook 2010, select Rules > Create Rule from the contextual menu.

  3. Make sure From [Sender] is checked.

  4. Also check Move the item to folder.

  5. Choose Select Folder.

  6. Highlight the desired target folder.

  7. Select OK.

  8. Select OK again.

  9. To move all existing messages from the sender that are located in the current folder to the filter's target folder right away, check Run this rule now on messages already in the current folder. Either way, the rule automatically sends the sender's new incoming messages in the future.

  10. Select OK once more.