Office 365 (Outlook 2016 for Mac) - Working with mail folders

By default, messages that are sent to you are stored in your Inbox. But you can organize your messages into a hierarchical folder system and adjust it as your needs change.

Folders in Outlook 2016 for Mac

Default folders

Your account starts with these default folders:

You may see other folders that have been created by your administrator.

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Right-click menu for folders

Most of what you can do with a folder will be found in the right-click menu. Actions you can take include:

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Creating folders

You can create additional folders to organize your messages any way you want. For example, you can create a folder for a specific project, or for all messages sent by a particular person, or all messages sent to a distribution group that you're a member of.

To create a new folder, right-click the parent folder you want to create the new folder in. If you want a top-level folder (a folder at the same level as your Inbox), you would use your mailbox as the parent folder. Note: Do not create subfolders of the "Inbox" due to possible mail delivery and syncing issues.

To create a folder within your account:

  1. Right-click your account.
  2. Click New Folder.

    folder - new

  3. Type the name you want to use for this folder and press Enter key.

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Moving folders

There are two ways to move a folder.

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The Deleted Items folder

When you delete a message, it's first moved to the Deleted Items folder. You can either let messages stay there, or you can set Outlook to automatically empty your Deleted Items folder when you sign out. Your administrator may have set up a policy to empty items from your Deleted Items folder after they've been there for a preset number of days. For example, there may be a policy that removes anything that's been in your Deleted Items folder for 30 days.

Recover deleted items

If your administrator has enabled the recover deleted items feature, you can use it to recover items that have been deleted from your Deleted Items folder. How long items will be recoverable depends on settings that are controlled by your administrator.

To recover items that have been deleted from your Deleted Items folder, you must use Outlook on the web. After you have logged into your account, follow instructions for recovering the delete messages.

The item will be moved to its default location. Messages will go to your Inbox, calendar items will go to your Calendar, contacts to your Contacts folder, and tasks to your Tasks folder.

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What else do I need to know?

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