Rule to move all correspondence about some subject to the specific folder

Use Outlook rules to copy all incoming messages to the specified folder. E.g., copy all e-mails about the SAP to the SAP project folder.

Outlook 2016 offers two different ways to create a rule:

First way: a handful of ways to create a rule:

On the Home tab, in the Move group, click Rules and then select Create Rule...:

Create Rules in Outlook 2016

In the Create Rule dialog box:

  • In the When I get e-mail with all of the selected conditions group, check the Subject contains checkbox and type the search text (for this example, SAP)
  • In the Do the following group, check the Move the item to folder check box and choose the folder using the Select Folder button:
Create Rule in Outlook 2016

To use another options, you can click the Advanced Options... button and use Rules Wizard.

Second way: To create a rule using the Rules Wizard, do the following:

    1.    Do one of the following:

  • On the File tab, in the Info view, click the Manage Rules & Alerts button:
    Manage Rules and Alerts button in Outlook 2016
  • On the Home tab, in the Move group, click Rules and then select Manage Rules & Alerts...:
    Rules in Outlook 2016

    2.    In the Rules and Alerts dialog box, choose New Rule....

Manage Rules and Alerts button in Outlook 2016

    3.    Choose the Move messages with specific words in the subject to a folder option, click Next >:

Rules Wizard in Outlook 2016

    4.    Choose the condition with specific words in the subject and click specific words in the Step 2 text box, add SAP to the search text:

Rules Wizard Step 2 in Outlook 2016

    5.    Click OK when you finish adding the phrases to the search text and then click Next > to choose your action.

    6.    Choose move it to the specified folder in Step 1 and click specified in Step 2 and choose SAP project folder, click Next >:

Rules Wizard choose a folder in Outlook 2016

    7.    You probably don't want any exceptions, so click Next > again, name your rule, and click Finish.

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