CodeTwo Base.title

How to automatically move mail to a specified folder.


A user of Outlook would like to create a rule which moves his/her mail to a selected folder.


A rule that moves mail from a default folder to a specified (e.g. public) folder is configured in the way shown below. For the purpose of this instruction, let us assume that our folder structure in Outlook resembles that in (Fig. 1.).

Fig. 1. The public folders structure.

  1. Go to the default Inbox folder and in the Outlook menu select Tools, Rules and Alerts.
  2. Click the New rule button.
  3. Select the Start from a blank rule option, then select Check messages when they arrive and click Next.
  4. Check the through the specified account option and click the specified link (underlined) in the bottom field.
  5. A dialog box including a list of all defined accounts will display. Select the account for this rule (Fig. 2.).

    Fig. 2. Selecting an email account.

  6. Choose the move it to the specified folder option and in the bottom field click the specified link (underlined). In the folder browser indicate the public folder to which the incoming messages will be moved. In this example, the Common Outbox folder is selected (Fig. 3.). Click OK.

    Fig. 3. Choosing the public folder where the messages will be redirected.

  7. Click the Next button to go to the dialog window of exceptions. Here you may define the exceptions to which the rule will not be applied.
  8. Click the Next button. The Summary dialog box will display in which you can also enter the name of the rule.
  9. In order to save the entered rule, click the Finish button and then click OK.
  • Applies to: CodeTwo Public Folders 4.0, 4.5
  • Categories: How-To
  • Last modified: 2016-10-25
  • Created: 2009-02-06
  • ID: 79
  • Keywords: rule, alert, Outlook, create, creating, moving mail, redirecting mail, mail, mails, emails, email, messages, common inbox, inbox, shared, shared inbox, sent items, folder, copying
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