Explore other ways to organize your inbox

  • 5 minutes

Keeping your inbox organized doesn’t have to be a chore. In the new Outlook for Windows, tools like Categories, Sweep, and swipe gestures make it easy to manage messages your way. Whether you're sorting by topic, automating repetitive emails, or using touch-friendly actions, these features help you stay focused and in control.

Create and manage categories

Want to stay organized in the new Outlook for Windows? Categories make it easy to visually tag and group your email messages, so you can find what you need—fast. In this video, you learn how to assign, customize, and manage categories in just a few clicks. Whether you're tracking projects, sorting by priority, or flagging messages for follow-up, categories help you bring order to your inbox.

Watch the following video to learn how to create and manage your categories in new Outlook.

Sweep

Sweep in the new Outlook for Windows is a powerful tool for managing repetitive or bulk emails. Whether you're dealing with newsletters, promotional offers, or recurring reports, Sweep helps you automate how these messages are handled to keep your inbox clean and focused.

Sweep is ideal for:

  • Newsletters: Keep the latest edition and move older ones to a folder or delete them.
  • Promotional emails: Always see the newest sale while archiving past offers.
  • Recurring reports: Keep current updates in your inbox and file older ones automatically.

Get started using Sweep

To select a message from a sender you receive repetitive emails from, select the Sweep icon from the toolbar.

Screenshot of the Sweep icon in the Outlook toolbar.

Now, choose one of the available Sweep options:

  • Move all messages from the inbox.
  • Move all current and future messages from this sender.
  • Keep only the latest message and move the rest.
  • Move messages older than 10 days.

Then, select the destination folder (for example, Deleted Items, Reading Folder, or a custom folder, and then select OK to apply the rule.

Screenshot of Sweep rule options.

Manage Sweep rules

To view or edit your Sweep rules, go to Settings > Mail > Sweep. You can toggle rules on or off, or delete them entirely.

Screenshot of Sweep rules settings.

Tip

Tips for success

  • Use Sweep for senders with predictable patterns.
  • Combine Sweep with folders to keep your inbox tidy but still retain older messages.
  • Review your Sweep rules periodically to make sure they still match your needs.

Use Swipe on touchscreen devices

If you're using Outlook on a touchscreen device, you can swipe left or right on a message in the message list to quickly take action. Swipe gestures let you archive, delete, or flag messages with a single motion—making it easy to manage your inbox on the go.

Learn more about Swipe by reviewing Swipe in the message list.

New Outlook gives you flexible tools to manage your inbox your way. Whether you're using categories to group related messages, Sweep to automate cleanup, or swipe gestures for quick actions, each feature helps reduce clutter and improve focus. With the right combination, you can create a system that supports how you work best.

Next, learn how to search in new Outlook.