Outlook Folders

Folder List

To see the list of folders, click on the folder icon at the bottom of the Navigation Pane. In Outlook, as in other programs, you can create, delete, and rename folders as well as move items from one folder to another.

However, Outlook folders are different from ordinary folders because they can only be accessed from within Microsoft Outlook. Therefore, you cannot browse Microsoft Outlook using Windows Explorer or the Finder in Macintosh. Another difference is that each type of Outlook folder can only store items related to its folder type. For example, mail messages cannot be stored in the Calendar folder.

By default, Outlook displays folders for each of the item types: Inbox, Calendar, Contacts, Tasks, Notes, and Journal. It also provides the following folders:

Drafts: stores unfinished items you are working on
Sent Items: stores copies of items you sent to others
Deleted Items: stores temporarily deleted items until you permanently delete or retrieve them
Outbox: stores items created offline that you want to send the next time you are online

If you're using a Microsoft Exchange account, your e-mail is delivered to the Inbox folder. You can create your own folders to further organize and track Outlook information. To work with all Outlook folders, use the Folder List. To work with just the standard Outlook folders, use the shortcuts on the Navigation Pane.

Outlook Personal Folders have a file extension of .pst. Offline Folders, those you access when you aren’t connected to your e-mail server have an .ost extension and are created automatically when you first make a folder available offline.

Public Folders

Public folders are located outside of your own mailbox where you and other Microsoft Exchange users can create and view Outlook items related to a specific subject or project. If your system administrator enables public folders, you'll see folders labeled Public Folders in the Outlook Folder List. If you have permission, you can open individual public folders to view and add content, and you can set up your own public folders and give other people permission to use them. An item that you open in a public folder appears like the items in your own mailbox.

View Multiple Outlook Folders

If you want to see another Outlook folder, such as Calendar, without switching away from one that you already have open, such as Inbox, right-click a second folder that you want to display, and then click Open in New Window on the shortcut menu.

Create Folders

On the File menu, point to New, and then click Folder (or right-click a folder and choose New Folder on the shortcut menu) .
In the Name box, enter a name for the folder.
In the Folder contains box, click the type of folder you want to create.
In the Copy the selected folder to the folder list, click the location for the folder.

Copy Folders

In the Folder List, right-click the folder you want to copy.
Then click Copy Folder name.
In the list, click the location you want the folder copied to.

Copy Folder Design

Folder design properties include permissions, rules, description, forms, and views.

In the Folder List, click the folder you want to copy another folder's design to.
On the File menu, point to Folder, and then click Copy Folder Design.
In the Copy design from this folder box, click the folder you want to copy the design from.
Under Copy design of, click the properties you want to copy.

Move Folders

In the Folder List, click the folder you want to move.
On the File menu, point to Folder, and then click Move Folder name (or right-click and use the shortcut menu).
Either click in the list the location where you want to move the folder, or click New to create a folder to move the selected one to.

Rename Folders

In the Folder List, click the folder you want to rename.
On the File menu, point to Folder, and then click Rename Folder name (or right-click and use the shortcut menu).
Type a new name for the folder.

Delete Folders

In the Folder List, click the folder you want to delete.
On the File menu, point to Folder, and then click Delete Folder name (or right-click and use the shortcut menu).

Folder Size

If the folder includes subfolders, Microsoft Outlook displays each subfolder's size and the total size of all subfolders combined.

In the Folder List, right-click the folder you want to determine the size for, and then click Properties on the shortcut menu.
Click Folder Size.
Or click on the link “Folder Sizes” in the Navigation Pane to get an overview of all Outlook folders’ sizes.

Outlook image

Return to Course Topics or proceed to Using the Navigation Pane.

Folder List Public Folders View Multiple Folders Create Folders Copy Folders Copy Folder Design Move Folders Rename Folders Delete Folders Folder Size		Search:

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	Outlook Folders Folder List To see the list of folders, click on the folder icon at the bottom of the Navigation Pane. In Outlook, as in other programs, you can create, delete, and rename folders as well as move items from one folder to another. However, Outlook folders are different from ordinary folders because they can only be accessed from within Microsoft Outlook. Therefore, you cannot browse Microsoft Outlook using Windows Explorer or the Finder in Macintosh. Another difference is that each type of Outlook folder can only store items related to its folder type. For example, mail messages cannot be stored in the Calendar folder. By default, Outlook displays folders for each of the item types: Inbox, Calendar, Contacts, Tasks, Notes, and Journal. It also provides the following folders: Drafts: stores unfinished items you are working on Sent Items: stores copies of items you sent to others Deleted Items: stores temporarily deleted items until you permanently delete or retrieve them Outbox: stores items created offline that you want to send the next time you are online If you're using a Microsoft Exchange account, your e-mail is delivered to the Inbox folder. You can create your own folders to further organize and track Outlook information. To work with all Outlook folders, use the Folder List. To work with just the standard Outlook folders, use the shortcuts on the Navigation Pane. Outlook Personal Folders have a file extension of .pst. Offline Folders, those you access when you aren’t connected to your e-mail server have an .ost extension and are created automatically when you first make a folder available offline. Public Folders Public folders are located outside of your own mailbox where you and other Microsoft Exchange users can create and view Outlook items related to a specific subject or project. If your system administrator enables public folders, you'll see folders labeled Public Folders in the Outlook Folder List. If you have permission, you can open individual public folders to view and add content, and you can set up your own public folders and give other people permission to use them. An item that you open in a public folder appears like the items in your own mailbox. View Multiple Outlook Folders If you want to see another Outlook folder, such as Calendar, without switching away from one that you already have open, such as Inbox, right-click a second folder that you want to display, and then click Open in New Window on the shortcut menu. Create Folders On the File menu, point to New, and then click Folder (or right-click a folder and choose New Folder on the shortcut menu) . In the Name box, enter a name for the folder. In the Folder contains box, click the type of folder you want to create. In the Copy the selected folder to the folder list, click the location for the folder. Copy Folders In the Folder List, right-click the folder you want to copy. Then click Copy Folder name. In the list, click the location you want the folder copied to. Copy Folder Design Folder design properties include permissions, rules, description, forms, and views. In the Folder List, click the folder you want to copy another folder's design to. On the File menu, point to Folder, and then click Copy Folder Design. In the Copy design from this folder box, click the folder you want to copy the design from. Under Copy design of, click the properties you want to copy. Move Folders In the Folder List, click the folder you want to move. On the File menu, point to Folder, and then click Move Folder name (or right-click and use the shortcut menu). Either click in the list the location where you want to move the folder, or click New to create a folder to move the selected one to. Rename Folders In the Folder List, click the folder you want to rename. On the File menu, point to Folder, and then click Rename Folder name (or right-click and use the shortcut menu). Type a new name for the folder. Delete Folders In the Folder List, click the folder you want to delete. On the File menu, point to Folder, and then click Delete Folder name (or right-click and use the shortcut menu). Folder Size If the folder includes subfolders, Microsoft Outlook displays each subfolder's size and the total size of all subfolders combined. In the Folder List, right-click the folder you want to determine the size for, and then click Properties on the shortcut menu. Click Folder Size. Or click on the link “Folder Sizes” in the Navigation Pane to get an overview of all Outlook folders’ sizes. Return to Course Topics or proceed to Using the Navigation Pane.
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