How to Move Emails to Folders with One Click in Outlook

Automate moving emails with Quick Steps

If you move messages to folders often, Outlook helps you do that in a swift manner with a single click. Learn how to use the Quick Steps feature to become more efficient in Outlook.

Instructions in this article apply to Outlook for Microsoft 365, Outlook 2019, Outlook 2016, and Outlook 2013.

Create a Quick Step to Move Email Messages

Probably the fastest (and best) way to move emails to folders in Outlook is to set up one-click quick steps. After you set up a quick step, move emails with a single click.

  1. Start Outlook.

  2. Go to the Home tab and, in the Quick Steps group, select Create New. The Edit Quick Step dialog box opens.

  3. Select the Choose an Action dropdown arrow and choose the Move to Folder option.

  4. Select the Choose folder dropdown arrow and select the desired folder.

  5. Select Add Action.

  6. Select the Choose an Action dropdown arrow and select Mark as read.

    Select Choose an Action
  7. Optionally, select the Shortcut key dropdown arrow and choose a keyboard shortcut.

    Screenshot of Shortcut Key
  8. Select Finish.

Use the Quick Step

After you set up a quick step to move email messages to a specific folder, begin using it to do so with a click of the mouse.

  1. Open or highlight the message, messages, conversation, or conversations you want to file.

    Screenshot of Quick Steps
  2. In the Quick Steps group, select the action you set up. For instance, if you created a quick step to move messages to a specific folder, choosing that action will move the email immediately.