How to set up an entire email folder in Outlook

Contents
  1. Use search folders to collect all your Outlook mail in one place
  2. Set up the All Mail folder in Outlook
  3. Set up an “All Mail” folder with criteria (plus examples)

Use search folders to collect all your Outlook mail in one place

If your e-mail messages are organized in multiple folders and you want to read messages that meet certain criteria, create a search folder in Outlook. When you create a search folder and then search for a particular type of email, Outlook places the corresponding messages in the search folder. Thus, the messages you need are in one place and appear in one long list.

The instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Office 365.

Set up the All Mail folder in Outlook

To set up your own smart folder with all your email messages:

  1. Open Outlook and go to mail † If you prefer hotkeys, press ctrl+1

  2. Select inbox (or another folder) in the email account or .pst file for which you want to create a search folder.

  3. Go to the tab folder and select New search folder

  4. In the dialog box New search folder go to section Amended and select Create custom search folder

  5. In section Search folder setting select Select

  6. In the dialog box Custom Search Folder enter a name for the search folder. For example, enter All emails

  7. Select Overview

  8. In the dialog box Select folders select the topmost folder for the PST file or email account from the folders you want to find.

  9. Check box Search subfolder † Or uncheck the box Search subfolder and select the folders containing the messages you want to view.

    If the Junk E-mail folder is full of spam, exclude e-mail from this folder using a filter criterion. Or put the subfolders in your inbox or other folder and set smart folder with enabled Search subfolder

  10. Select Okay to close the dialog Select folders

  11. Select Okay to close the dialog Custom Search Folder

  12. In the dialog box A warning select Yes to have messages in the folders you selected appear in the search folder.

  13. In the dialog box New search folder select Okay † The new search folder appears in the Outlook folder list.

Set up an “All Mail” folder with criteria (plus examples)

Set up a smart folder that contains all your email messages except those you want to exclude using criteria (for example, to delete junk or old email):

  1. Open the search folder you want to modify.

  2. Go to the tab folder

  3. In a group Actions select Customize this search folder

  4. In the dialog box Institution [ имя папки ] select criteria

  5. In the dialog box Search Folder Criteria specify the criteria for the messages to be included in the search folder.

  6. For example, to exclude messages from a particular folder, such as the Junk E-mail folder:

    • Go to the tab Additionally

    • Select drop-down arrow Field

    • Select All email fields in folder

    • Click the drop-down arrow Condition and select does not contain

    • in field Text value enter the name of the folder or folders you want to exclude. For example, enter spam

    • Select Add to the list

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  7. For example, to include messages larger than a certain size:

    • Go to the tab Added options

    • Select drop-down arrow Size (kilobytes) and select Lake

    • Enter a value, for example 5000 about 5MB.

  8. For example, to exclude email from a specific sender like “mailer-daemon”:

    • Go to the tab Additionally

    • Select drop-down arrow Field

    • Select Frequently used fields From

    • Click the drop-down arrow Condition and select does not contain

    • In a text box Meaning Enter the email address (or part of the address) you want to exclude.

    • Select Add to the list

  9. Select Okay to close the dialog Search Folder Criteria

  10. Select Okay to close the dialog Institution [ имя папки ]

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