How to Create Smart Folders in Microsoft Outlook for Mac 2011

Maybe you want to know at a glance which of your emails contain PDF documents. Maybe you want to know which are overdue. Or maybe you just want a place to stuff promising ideas.

Those are the kinds of problems smart folders exist to solve.

Smart folders automatically sort emails into categories you can define (default smart folders include “flagged,” “overdue,” and “high priority”) and they’re a great productivity tool.

To create a smart folder in Outlook for Mac 2011, you’ll start with a search, and then create your folder. Here’s how.

1. Open Outlook from the Apple dock.

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2. Place your cursor in the “Search this Folder” text box (it’s located in the top-right hand corner).

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3. Select whether your search includes a folder, subfolder, All Mail, and/or All Items.

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4. Click Advanced.

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5. Choose your search criteria.

For example, you can create a smart folder for all email containing PDF documents. by selecting Attachments > Contains > *.pdf.

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If you want to add additional search criteria, click the “+” symbol at the far right.

Once complete, click Save and enter a name for your smart folder.

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You can create additional smart folders based on any search criteria you like, such as email size or date sent.

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