Making Folders in Outlook: Steps for Every Version

To make a folder in Outlook, open the folder list, right-click the mailbox or folder where you want it, and choose New folder or Create new folder. Enter a name and press Enter; to make a subfolder, start from the folder that should contain it. The exact labels vary between Outlook on the web, new Outlook, classic Outlook for Windows, and Outlook for Mac, but the basic idea is the same.

How Outlook folders work

Outlook folders organize messages into a hierarchy, much like folders on a computer. The Inbox, Sent Items, Drafts, and Deleted Items are standard folders; you can add your own beneath the mailbox or beneath an existing folder. For example, a project folder might contain subfolders for invoices, meeting notes, and decisions. Messages remain email messages when filed, and you can still search for them.

Most folders you create in an Exchange, Microsoft 365, or Outlook.com mailbox are part of that mailbox and appear on other devices once they synchronize. A folder made in a local Outlook data file, such as a PST, is different: it may be available only on the computer using that file. If you need the same organization on a phone or another computer, create folders in the mailbox rather than in a local-only data file.

Folders are optional. You can keep messages in the Inbox and use search, categories, or rules instead. Folders are especially useful when you want a visible, stable place for messages that belong to a project, customer, or recurring responsibility.

Create a folder in Outlook on the web or new Outlook

Outlook on the web and the newer Outlook app for Windows have similar folder sidebars, though controls can move as Microsoft updates the interface. Make sure the folder pane is open; if it is collapsed, expand it using the navigation control near the upper-left corner.

Find Folders or the mailbox name in the folder pane.
Right-click the mailbox or the folder that should contain the new one. On a touch device, use the available menu or folder options instead.
Choose Create new folder or New folder.
Type a name and press Enter. If Outlook displays a text field in the pane, confirm the name there.

To add a subfolder, right-click its intended parent—for example, right-click Projects to create Q4 launch beneath it. If you right-click the mailbox itself, the new folder is usually created at the top level, alongside Inbox and Sent Items. In some layouts a plus button or a menu beside Folders provides the same command.

Outlook may ask you to choose an account if you have more than one mailbox. Check the location before confirming: a folder under a work mailbox will not automatically appear under a personal Outlook.com account.

Create a folder in classic Outlook for Windows

Classic Outlook has a ribbon and a folder navigation pane. You can create a folder from the ribbon or from the folder list. The ribbon method is useful when the right-click menu is hard to find.

Select the mailbox or parent folder in the navigation pane.
Open the Folder tab on the ribbon and choose New Folder. You can also right-click the selected mailbox or folder and choose New Folder.
In the dialog, enter a name. If shown, use Folder contains to select the type of items; for ordinary email, keep the mail-and-post-items choice.
Under Select where to place the folder, choose the mailbox or parent folder, then select OK.

The keyboard shortcut Ctrl+Shift+E opens the New Folder dialog in classic Outlook for Windows. If you do not see the Folder tab or the same dialog, check whether you are using new Outlook instead; the two Windows apps have different interfaces. Also confirm that the folder pane is showing the mailbox you intend to modify.

Create folders on Mac and mobile

In Outlook for Mac, open the folder list and control-click or right-click the mailbox or parent folder, then choose the command for creating a new folder. Depending on the Outlook version, a similar command may be available in the menu bar. Type the folder name and confirm it. Select the parent carefully if you want a subfolder rather than another top-level folder.

Outlook for iOS and Android has a more compact folder interface, and the available folder-management controls can differ by app version and account type. Open the navigation pane and look for a plus sign or folder-management option near the folder list. If the app offers New folder, choose the destination account, enter a name, and save it. If that option is absent, create the folder in Outlook on the web or on a computer; it should appear in the mobile app after the mailbox synchronizes, provided it belongs to the same synced mailbox.

For a shared mailbox or a work account, your organization may limit which folder actions you can take. If you can view a mailbox but cannot create a folder in it, the issue may be permissions rather than the device you are using.

Choose a useful folder structure

A folder system works best when it reflects how you retrieve messages, not every detail in the messages themselves. Too many small folders can make filing slow and force you to remember exactly where each message went. Start with a few broad destinations, then add subfolders only when they solve a real retrieval problem.

By project: Projects → Website refresh, with a few subfolders for approvals or suppliers if needed.
By responsibility: Finance, Hiring, or Operations, especially when those areas produce ongoing correspondence.
By year or client: Useful for work that repeats or for customers with a substantial message history.
By action: A folder such as Waiting for reply can help, but remember to review it; it does not automatically remind you to follow up.

Use names that are short and easy to recognize in a narrow sidebar. If a project ends, consider moving its folder to an archive structure rather than leaving many inactive folders at the top level. The aim is a system you will actually use consistently.

Move messages and automate filing

Creating a folder does not move existing mail into it. To file messages, select one or more messages and use Move to, then choose the destination folder. In many Outlook versions you can also drag selected messages onto a folder. Dragging is convenient, but the Move command is clearer when the folder list is long or when you want to verify the destination.

For ongoing mail, create a rule that moves messages matching a condition—for example, messages from a particular supplier or with a specific subject phrase—into the folder. Rules can often be started from a selected message or configured in Outlook’s settings. Review the conditions before saving: a broad rule may move messages you still need to see in the Inbox. Rules may also behave differently depending on whether they run on the server or only in classic Outlook while it is open.

A folder is not a reminder by itself. If a message needs a response by a certain date, flag it, add a task or calendar reminder, or use another follow-up method in addition to filing it. Otherwise, a well-organized folder can still become a place where important mail is forgotten.

Folders, categories, Archive, and Search Folders

Folders and categories solve different problems. A message normally lives in one folder at a time, although it can be moved later. A category is a label that can be applied across folders, so a message in a client folder could also carry a red Urgent category. Categories are useful when one message belongs to several ways of thinking about your work.

Archive is a way to remove a message from the Inbox without treating it as deleted. In many Outlook mailboxes, the Archive command moves it to an Archive folder; it does not necessarily create a separate local backup. The exact archive behavior can depend on the account and Outlook configuration. If you need a particular long-term filing location, move the message to that folder explicitly.

Search Folders, where available, are views that display messages matching criteria rather than ordinary places where messages are stored. For example, a Search Folder can show unread mail from across multiple folders. Because it is a view, deleting a message from a Search Folder can delete the underlying message; it is not a duplicate copy. Use regular folders for manual filing and Search Folders when you want a changing, criteria-based view.

Sync, permissions, and common problems

If a new folder does not appear on another device, first check that it was created under the correct mailbox and allow time for synchronization. Refresh Outlook or restart the app, and confirm that the folder pane is not hiding it beneath a collapsed account or parent folder. A folder created inside a local PST file will not sync as a mailbox folder to Outlook on the web or a phone.

If Outlook refuses to create a folder, check that you selected a regular mailbox or parent folder and that you have permission to make changes there. Shared mailboxes and folders shared by coworkers can be read-only for some users. In a managed work account, an administrator may control access. A temporary connection problem can also prevent the change from saving, so reconnect and try again before making duplicate folders.

Deleted folders are usually moved to Deleted Items or another recoverable location rather than erased immediately, but recovery options vary by account and organization. If you delete a folder by mistake, check Deleted Items promptly and restore it if available. Be cautious when deleting a parent folder: its contents may be deleted or moved along with it. For important mail, verify the folder contents before removing or reorganizing the structure.

Frequently Asked Questions

Can I make a subfolder in Outlook?

Yes. Right-click or open the options menu for the folder that should contain it, choose the new-folder command, and give the subfolder a name. Selecting the mailbox instead generally creates a top-level folder.

Why can’t I see the new folder on my phone?

Check that it is under the same synced email account, then refresh the app and expand the relevant mailbox and parent folder. A folder stored in a local Outlook data file will not normally sync to the phone.

Does creating an Outlook folder move my old emails?

No. The folder starts empty. Select messages and use Move to, or create a rule for future messages that meet conditions you specify.

Can I create a folder in a shared mailbox?

Usually, if you have permission to change that mailbox. If the create-folder option is missing or the action fails, ask the mailbox owner or administrator to check your permissions.

Should I use a folder or a category?

Use a folder when you want a message filed in a particular place. Use a category when you want to label messages across different folders or apply more than one label to a message.

Sources: general know-how. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.