How to Move Emails to Folders with One Click in Outlook

Automate moving emails with Quick Steps

By
Heinz Tschabitscher
Heinz Tschabitscher
Heinz Tschabitscher
Writer
  • University of Vienna
A former freelance contributor who has reviewed hundreds of email programs and services since 1997.
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Updated on December 3, 2021
Reviewed by
Jon Fisher
Jon Fisher headshot
Reviewed by Jon Fisher
  • Wichita Technical Institute
Jonathan Fisher is a CompTIA certified technologist with more than 6 years' experience writing for publications like TechNorms and Help Desk Geek.
lifewire's editorial guidelines

What to Know

  • Create a Quick Step: Go to the Home tab and, in the Quick Step group, select Create New > Choose an Action > Move to Folder.
  • Select Choose Folder and pick a folder. Select Add Action > Choose an Action > Mark as read.
  • Use the Quick Step: Select the messages or conversations you want to file. In the Quick Steps group, select the action you set up.

This article explains how to set up and use a Quick Step to move emails to folders with one click in Outlook. This information applies to Outlook for Microsoft 365, Outlook 2019, Outlook 2016, and Outlook 2013.

Create a Quick Step to Move Email Messages

The fastest way to move emails to folders in Outlook is to set up a one-click Quick Step. After you set up a Quick Step, you can 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 drop-down 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 drop-down arrow and select Mark as read.

    Select Choose an Action

  7. Optionally, select the Shortcut key drop-down 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 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 moves the email immediately.

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