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Organize your inbox with Archive, Sweep, and other tools in Outlook on the web

Dimension4 / Organize your inbox with Archive, Sweep, and other tools in Outlook on the web

Clean up your inbox and keep your email organized with automatic filtering and sorting, and by using tools on the command bar like Sweep, Archive, and Move to.

You can also organize your email using inbox rules. For example, you can create rules that will automatically move messages to other folders, or even delete them based on certain criteria. To learn more, see Organize email by using inbox rules in Outlook on the web.

Note: Sweep rules run once per day. Inbox rules run as soon as email arrives in your mailbox.

Choose your version for instructions

The instructions are slightly different depending on whether you’re using the new Outlook on the web. Choose which version of Outlook on the web you’re using to see the steps that apply to you.

IF YOUR MAILBOX LOOKS LIKE…

Outlook on the Web Beta

See Instructions for the new Outlook on the web.

IF YOUR MAILBOX LOOKS LIKE…

Outlook on the web

See Instructions for classic Outlook on the web.

Note: If your organization has included its logo in the toolbar, you might see something slightly different than shown above.

Instructions for the new Outlook on the web

Sweep (delete)

Use Sweep to quickly delete unwanted email in your Inbox. Sweep gives you options to automatically delete all incoming email from a particular sender, to keep only the latest email, or to delete email older than 10 days.

  1. Select an email message from the sender whose messages you want to delete.
  2. On the menu bar, select Sweep.
    A screenshot of the Sweep button

    Note: The Sweep option isn’t available from the following folders: Junk EmailDraftsSent Items, and Deleted Items.

  3. Choose how you want to handle email messages from the sender you chose.
  4. Select Sweep to perform the selected action.
Archive

You can store email messages in your default Archive folder.

  1. Select an email message you want to archive.
  2. Select Archive.
    A screenshot of the Archive button

To get to your Archive folder:

  • Under Folders, select Archive.
    A screenshot of the Archive folder

To restore an archived message back to its original folder, select it in the Archive folder, select Move to, and then select the folder or type the name of the folder that you want to move it to. See the next section for more information.

Move to

Move to lets you move email messages to a specific folder. For example, you can move all email from a specific sender from your Inbox to any folder you choose.

  1. Choose an email message from a specific sender to move all email received from that sender to another folder.
  2. Select Move to.
    A screenshot of the Move to button
  3. Choose one of the available folders or create a new folder.

How else can you organize your email?
  1. Choose an email message in your Inbox.
  2. Choose More commands on the command bar to mark messages as read or unread, pin a message at the top of the message list, or flag a message for follow up.A screenshot of the More commands button
  3. Choose the action you want to perform on the selected message.

Sort your email by date, from, or size

  1. Select Filter at the top of your inbox.
    A screenshot of the Filter button
  2. Under Sort by, choose any option you prefer to sort your email.

Instructions for the new Outlook on the web

Sweep (delete)

Use Sweep to quickly delete unwanted emails in your Inbox. Sweep gives you options to automatically delete all incoming email from a particular sender, to keep only the latest email, or to delete email older than 10 days.

  1. Select an email from the sender whose messages you want to delete.
  2. On the menu bar, select Sweep.
    A screenshot of the Sweep button
  3. Choose the option that sets how you want to handle emails from the chosen sender.
  4. Select Sweep to perform the selected action.

Archive

You can store email messages in your default Archive folder. To get to your Archive folder, select Archiveunder Folders, and then select Archive.

  1. Select an email you want to archive.
  2. Select Archive.

    A screenshot of the Archive button

Move to

Move to lets you move email messages to a specific folder. For example, you can move all email from a specific sender from your Inbox to any folder you choose.

  1. Choose an email from a specific sender to move all emails received from that sender to another folder.
  2. Select Move to > Move all email from ….
    A screenshot of the Move all email from option
  3. Select Move to <Select folder> and choose one of the available folders.
  4. Select OK > Move all.
How else can I organize my email?

You can organize your Inbox by using some additional filtering and sorting options. For example, you can:

  • Mark emails as read or unread.
  • Pin emails so they remain at the top of the email list.
  • Flag, unflag, or mark complete emails that you want represented as tasks.
  • Delete messages related to a single conversation by using Ignore.

To filter and organize email

  1. Choose an email in your Inbox.
  2. Choose More commands on the command bar to view a choice of other ways you can sort, filter, and organize your email.A screenshot of the More commands button
  3. Choose the action you want to perform on the selected email.

To sort email by date, time, to/from, subject

A screenshot of the Filter button

  1. Select Filter at the top of your inbox.
  2. Under Sort by, choose any option you prefer to sort your email.
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