Quick tips: Organize your mail in Outlook
Note: Each of the Microsoft guides linked below includes tabs with instructions for different versions of Outlook. If you don't see the same options as the guide, check if you have the correct version's tab selected. What version of Outlook do I have?
Tip 1: Sort your mail into folders
Folders and subfolders can help you to quickly refer back to information in older emails and can also be used when setting up rules to keep your inbox focused.
Tip 2: Use categories and color formatting to find messages at a glance
A message can only be located in one folder, but you can use multiple categories to label and organize messages in your inbox and within folders. Want to change the colors that Outlook is using to better accommodate your needs? Try browsing the topics in the Use color and contrast for accessibility in Microsoft 365 guide.
Tip 3: Automating organization
Rules and other automation tools in Outlook can perform a series of actions on specific messages to give you more time to focus on what you need to know.
Tip 4: Favorite frequently used items
Folders, subfolders, categories, and other items in Outlook can be added to a Favorites pane that displays at the top of your list of folders.
Tip 5: Pin messages and use reminders for specific messages
Outlook includes tools to help keep specific messages at the top of your inbox and folders or remind you to reply to them.