Rule to move all correspondence from somebody to the specific folder

Outlook 2016 2013 2010 2007 2003
Use Outlook rules to move all incoming messages to the specified folder. E.g., copy all e-mails from [email protected] to the OfficeToolTips folder.

In Outlook for Microsoft 365 you have two ways to create this rule:

First way: a handful of ways to create a rule

To use this way, you should have a message from interested person:

   1.   Select a message from interested person.

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

Create Rules in Outlook 365

   3.   In the Create Rule dialog box:

Create Rule in Outlook 365
  • In the When I get email with all of the selected conditions group, check the From Support checkbox (Outlook for Microsoft 365 displays the sender from the selected message)
  • In the Do the following group, check the Move the item to folder check box and choose the folder using the Select Folder... button:

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

Second way: use the Rules Wizard

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 365
  • On the Home tab, in the Move group, click Rules and then select Manage Rules & Alerts...:
    Rules in Outlook 365

   2.   In the Rules and Alerts dialog box, click the New Rule... button:

Manage Rules and Alerts button in Outlook 365

   3.   Choose the Move messages from someone to a folder option, click Next >:

Rules Wizard Step 1 in Outlook 365

   4.   Choose the condition from people or public group and click people or public group in the Step 2 text box:

Rules Wizard Step 2 in Outlook 365

   5.   Choose or enter the address 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 a folder, click Next >:

Rules Wizard choose a folder in Outlook 365

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

See also this tip in French: Règle pour déplacer toute la correspondance de quelqu'un vers le dossier spécifique.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

We use cookies to personalise content and ads, to provide social media features and to analyse our traffic. We also share information about your use of our site with our social media, advertising and analytics partners who may combine it with other information you’ve provided to them or they’ve collected from your use of their services.

Learn more