How do I configure Outlook 2003 to have a separate set of personal folders
for each email account? For example, I want a separate inbox, outbox, etc. for
each email provider that I have any account with.
Right now I receive emails from two separate email accounts in the same
inbox. I suspect it’s because they are both POP3 accounts. I want to direct
each account’s incoming and outgoing messages to its own set of folders.
There’s actually no inherent support for specifically this in Outlook.
But the good news is that for your inbox and sent mail folders, we can
simulate it using Outlook’s very powerful “Rules” feature.
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For this example, I’ll create two email accounts: business@ and personal@ my
company domain. It’s probably not that uncommon a scenario to have separate
addresses for business and personal use. Here’s what you might see in Outlook’s
Tools, Email accounts… list of existing
I’ll also create the two sets of folders. We’ll use the default Inbox for
the default business account, and create a second “Inbox – Personal” for the
personal account. Similarly I’ll use the default “Sent Mail” for business, and
“Sent Mail – Personal” for the personal account. Here’s the folder list with
the folders set up:
Now we’ll use Rules to direct incoming and outgoing mail into the correct
Click on the Tools menu, Rules and
Alerts… item, and then click on New Rule. You
should be presented with this dialog:
We’ll Start from a blank rule, and Check messages
when they arrive:
Click Next. It’s on this dialog that the magic happens:
On this screen of the wizard, we’ve selected through the specified
account. Having done so, you can now click on the word
specified in the Edit the Rule Description
lower box, and you’ll get this box to choose which account you want this rule
to act on:
Since in this example we’re setting up a rule for our personal email, we’ll
select that account and press OK. You’ll see the account
updated in the Edit the Rule Description box.
Press Next to move on, and you’ll get this next page of the
Here you can see I’ve clicked on “move it to the specified
folder” as the action to take. Once again, in the lower box we can
then click on the underlined word specified to get this:
Here we can select which folder we want mail to be moved to. I’ll click on
Inbox – Personal for my personal mail, click
OK and then Next to move on.
The next screen of the wizard allows you to specify exceptions. We don’t
have any, so press Next to move on.
Finally, we get a summary of the new rule we just created:
The result is that when new mail is received on the personal account it will
automatically be moved to the personal inbox. Email received on other accounts,
namely the business account, will remain in the default inbox.
For your sent mail, you can follow a similar set of steps:
Check messages after sending
through the personal account
move a copy to the personal sent items folder
As you’ve seen as we’ve moved through the process, the rules you can define
can be quite complex and based on many conditions other than just the account
being used. But this should serve as a start to help you get your email