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

Zlatko Plamenov/Freepik

by Heinz Tschabitscher
An independent writer who has reviewed hundreds of email programs and services since 1997.
Updated June 24, 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.

Instructions in this article apply to Outlook 2019, 2016, 2013, 2010, 2007; Outlook for Office 365; and Outlook on the web. The steps to filter emails may be slightly different in Outlook for Mac.

How to Forward Emails to a Folder in Outlook 2019 and 2016

To send messages from a particular sender to a designated folder:

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

    Screenshot of opening new message in Outlook

  2. Go to Message and select Rules > Create Rule.

    Screenshot of creating a rule in an email message in Outlook

  3. In the Create Rule dialog box, select the From [sender] check box.

    Screenshot of create rule from sender in Outlook

  4. In the Do the following section, select the Move the item to folder check box.

  5. In the Rules and Alerts dialog box, choose the folder where incoming messages from the sender will be moved.

    To create a new folder, select New, enter a name for the folder, and select OK.

    Screenshot of moving incoming emails to new folders

  6. Select OK when you're done. New emails you receive from the specified sender are stored in the folder you selected.

How to Filter Emails in Outlook on the Web

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

  1. Sign in at Outlook.com and select Settings (the gear icon in the upper-right corner).

    Screenshot of selecting settings icon in Outlook online

  2. Select View all Outlook settings.

    Screenshot of View all Outlook settings in Outlook online

  3. In the Settings window, go to Mail, select Rules, then choose Add new rule.

    Screenshot of Add new rule in Outlook online

  4. Enter a name for your rule.

    Screenshot of naming a rule in Outlook online

  5. Select the Add a condition dropdown arrow, select From, then enter the sender's email address.

    Screenshot of adding a condition in Outlook online

  6. Select the Add an action dropdown arrow, choose Move to, then select the target folder.

    Screenshot of moving emails to folder in Outlook online

  7. Select Save. Incoming emails from that sender automatically move to the folder you selected.

How to Forward Emails to a Folder in Outlook 2013

Forwarding incoming emails to a specific folder in Outlook 2013 is very similar to later versions of Outlook, with some small variations.

Follow these steps to create a similar rule in Outlook 2013.

  1. Open the email from the sender you want to filter.
  2. Go to the Home tab.
  3. Select Rules > Always Move Messages From: [Sender].
  4. Highlight the target folder.
  5. Select OK.

How to Filter Emails in Outlook 2010 and Outlook 2007

To instruct Outlook 2010 and Outlook 2007 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 2010, select Rules > Create Rule. In Outlook 2007, select Create Rule then select the From Sender check box.
  3. Select the Move the item to folder check box.
  4. Choose Select Folder.
  5. Highlight the desired target folder.
  6. Select OK twice to finish.

To move all existing messages from the sender located in the current folder to the filter's target folder, select the Run this rule now on messages already in the current folder check box and select OK.