How to Sort Email by Sender in Outlook?

Last Updated on August 13, 2023 by Amit Bansal

Sorting emails in Outlook involves arranging the list according to specific criteria, and this function proves incredibly beneficial to users in various ways.

Disclosure: Every year, I am required to complete my income tax return, which entails obtaining my bank account statements received via email. Retrieving and printing these statements was an arduous task. However, I discovered the utility of sorting emails within a designated folder. This approach significantly simplified the process.

This article delves into the very topic of how sorting emails can be advantageous to users.

The sorting function in Outlook offers multiple options that enable the swift organization of data with just a few clicks.

How To Organize Outlook Emails Using Sort?

Efficiency in email management is paramount, and Outlook offers a powerful tool to achieve just that – sorting emails.

Discover how to effectively organize your Outlook inbox using the sort function, streamlining your communication and boosting productivity.

By default, each folder is initially arranged by date. However, in this guide, you will learn how to effectively sort and filter specific requirements from your list.

  • Step 1 – Open Outlook >> Select a specific folder
  • Step 2 – Click View Tab – Here are multiple options
Organize Outlook Emails Using Sort

The result of Every option is different according to the selection.

  1. Date – By Default, the arrangement is in this format.
  2. From – Click and you will get the block of mail according to alphabetical order [starting with the numeric email address]. Shortcut: Click on “From” just above the email address. If you see an upward arrow, the list will be viewed in ascending order; if you see a downward arrow, the list will be viewed in descending order.
organize outlook inbox

3. Size: My preferred email service provider, like many others, enforces quotas on various email folders including the inbox, sent, outbox, drafts, archive, and trash.

To stay within these limitations, users often need to remove unnecessary emails, particularly those with larger-sized attachments.

Also Read: – What is Built-in Filter Emails Option in Outlook?

Additionally, users may encounter duplicate emails in their inboxes, each with the same attachment size.

In such cases, clicking on the “Size” column can help sort emails in ascending order based on their size. This sorting can be reversed by clicking again, indicated by a downward arrow.

how to auto sort emails in outlook

Advanced Sorting Feature

Efficiently managing your Outlook emails goes beyond the basics. Delve into the advanced sorting feature to take your organization skills to the next level.

Learn how this powerful tool can help you effortlessly categorize, prioritize, and streamline your inbox for optimal productivity.

  • Open Outlook >> Click View Tab >> Click View Setting
Advance Sorting Feature
  • Advanced view setting appears >> Click Sort
advanced sorting feature in outlook
  • The next step is the game changer (selection of the right tunnel walks you through the finish line), here you can get the sorting criteria selection to filter and sort your emails in the folder.
  • In the list below you can check the sorting options available at this stage.
  • There are multiple combinations of sorting options available according to your requirement, Outlook provides four sorting options within the segment. See the snapshot below ~
word cannot sort fields in the selection

In the above instance email was sorted by # FROM then # SUBJECT then # ATTACHMENT then # IMPORTANCE and finally select field from (which also consists of multiple options).

  • Click “OK,” and you will obtain a sorted list based on your chosen criteria and priority, whether in ascending or descending order.

The result brings the natural beauty of MS Outlook.

Also Read: – How To Filter Emails in Outlook to a Folder? [using Rule and new search Folder]

How to automatically sort emails into folders in Outlook?

The smarter way to manage your emails in Outlook is by automating the process of sorting them into dedicated folders.

This quick guide will show you how to set up automatic email sorting, saving you time and helping you maintain a clutter-free email experience in two approaches using the rule function.

  • Single email address – for instance (hdfcbanksmartstatement@hdfcbank.net)
  • Similar email domain address – for instance (………….@hdfcbank.net)

How do make emails go to a specific folder in Outlook using the rule function? [Step-by-Step Guide]

Take control of your email flow by harnessing the power of Outlook’s rule function. This guide will walk you through the process, helping you achieve a well-organized and efficient inbox.

To create the rule for a single email address, open your folder (for instance inbox).

  • Select your specific email >> click right >> select rule
Sort email with single email address

Create Rule window appears. Click the checkbox next to the name of the person/sender. It’s a sign to Outlook to select all emails received from the selected email address.

Never select the subject to contain a checkbox because the subject of the sender might be different every time (like a bank statement for the month …..) Next, click the “Move the Item to Folder:” checkbox.

how to make emails go to a specific folder outlook

Select the folder you want to move the emails to or click “New” to create a new folder and then click “OK.”

sort emails in outlook

Finally, click OK to run the rule function.

A confirmation dialogue box appears. Click the “Run this rule now on messages already in the current folder” checkbox, and then finally click OK.

how to filter emails in outlook

Important: This function doesn’t delete the email from your inbox, it creates a copy in the folder, which in future must be deleted, and there would be no loss of any message.

How to Sort Emails with a similar email domain Address?

Creating the rule from scratch for the specific domain email address is quite similar to the above, easy to operate, and a single-time operation.

Here is the tutorial~

  • Open Microsoft Outlook >> Click Home >> Rules >> Click Manage Rules & Alerts
how to automatically send emails to a folder
  • Press the new rule button from the rules and alerts popup.
  • This opens the “Rules Wizard” window, select ‘Apply Rule on Messages I Receive’ & click next
Sort Your Outlook Inbox

Apply the rule to the message I receive you are going to set the conditions to apply to every email that comes from the domain @hdfcbank.net.

  • Select the “With Specific Words in the Sender’s Address” checkbox, and then, in the text box at the bottom, click “Specific words.”, search text pop-up appears type @hdfcbank.net, and click ADD and OK.
how to organize emails in outlook

You can also add multiple domain addresses in a single rule just type and click add.

  • The next step is to select “move the email to the specific folder“, If that’s what you want, click “Specific”, and the system directs you to select the folder, after selecting click OK and Next.
outlook filters
  • Next is the exemption portion, which you can select according to your requirement if no such exemption is applicable leave this step blank and then click Next.
  • Finally, the Finish rule setup wizard required some information like “Name of the Rule“, rules options, and final review and click finish.
how to send emails to a folder in outlook

You can check your rule in the ‘Rules and Alerts window. Click ‘Apply’ to process.

how to sort inbox in outlook

Both ways are fruitful for the user according to their requirement.

Conclusion

In conclusion, mastering the art of sorting emails by the sender in Outlook opens up a realm of possibilities for efficient communication and streamlined inbox management.

By following the steps outlined in this guide, you can easily categorize your emails based on the sender’s identity, making it simpler to identify, respond to, and prioritize your messages.

Whether you’re striving for enhanced organization, faster responses, or a clearer overview of your correspondence, sorting emails by sender empowers you to tailor your email experience to your preferences.

So, why wait? Implement this valuable technique and transform your Outlook inbox into a well-organized hub of communication.

Frequently Asked Questions (FAQs)

How can I sort my Outlook emails by sender?

To sort Outlook emails by sender, follow these steps:

  1. Open Outlook and go to your Inbox.
  2. Click on the “View” tab at the top of the screen.
  3. Click on “View Settings” and then “Sort.”
  4. Choose “From” and select “Ascending” or “Descending” to sort by the sender in alphabetical order or reverse alphabetical order, respectively.
  5. Click “OK” to save your changes.

Is it possible to arrange Outlook messages alphabetically by sender?

Yes, it is possible to arrange Outlook messages alphabetically by sender. Follow the same steps as above but choose “Ascending” instead of “Descending” to arrange messages in alphabetical order by the sender.

What is the process for sorting emails by date in Outlook?

To sort emails by date in Outlook, follow these steps:

  1. Go to your Inbox.
  2. Click on the “View” tab at the top of the screen.
  3. Click on “View Settings” and then “Sort.”
  4. Choose “Received” and select “Ascending” or “Descending” to sort by date in chronological or reverse chronological order, respectively.
  5. Click “OK” to save your changes.

How do I sort my Outlook inbox by subject in alphabetical order?

To sort your Outlook inbox by subject in alphabetical order, follow these steps:

  1. Go to your Inbox.
  2. Click on the “View” tab at the top of the screen.
  3. Click on “View Settings” and then “Sort.”
  4. Choose “Subject” and select “Ascending” to sort by subject in alphabetical order.
  5. Click “OK” to save your changes.

Can I sort my Outlook 365 emails by date?

Yes, you can sort your Outlook 365 emails by date. Follow the same steps as above for sorting emails by date in Outlook.

How do I automatically sort emails from a specific sender in Outlook?

To automatically sort emails from a specific sender in Outlook, follow these steps:

  1. Right-click on an email from the sender you want to sort.
  2. Click on “Rules” and then “Create Rule.”
  3. Check the box next to “From [sender’s name or email address]” and then click “OK.”
  4. Choose what you want to happen to emails from that sender, such as moving them to a specific folder or marking them as read.
  5. Click “OK” to save your changes.

Also Read:

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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