How to Separate Emails in Outlook for Better Management?

Have you ever opened your Outlook mailbox and felt like you were in a cluttered mess? Or have you ever faced situations like work updates mixing with your personal chats, and important reminders are hiding somewhere in the clutter? If you have also faced the same situation, then you have opened the right blog.

We received several emails daily, which makes our mailbox unmanageable. And keeping your inbox clean is important, especially for professional users, to manage data properly. And separating your emails is the only way to resolve the issue.

This blog is going to explain the 5 techniques, including 4 manual and 1 automatic solution, to separate emails in Outlook 2021, 2019, 2016, 2013, and other versions. Here, I have tried to explain all the possible and related information in simple language.

What Does Separating Emails in Outlook Mean?

Ok, so before choosing the separation method for keeping your mailbox clean, you need to understand the meaning. Separating doesn’t mean keeping your account different; it also refers to sorting emails in a folder, or using rules to automate classification and viewing emails by date and other filters according to your needs.

How to Manually Separate Emails in Outlook?

So, we will organize and manage Outlook mailbox data using the rules, Categories, and Flags, date range filters, and separating emails by accounts. Also, in case you want to manage data and emails from a PST file without Outlook, then you can use the automated solution. Let’s start the process one by one:

#1: Separate Emails by Accounts

1. Open your Outlook application.
2. Choose the “File” tab and then “Account Settings” >> “Account Settings”.
3. Now add or manage accounts individually.
4. Both accounts have their own mailbox tree by default.
5. Make sure the “Deliver new messages to: New Outlook Data File” is already selected to get an independent inbox for each account.

#2: Using Rules to Separate Folders

Outlook provides Rules to organize incoming emails in predefined folders to automatically separate emails in Outlook.

1. Head to the “Home” tab in Outlook.
2. Select the “Rules” and then “Manage Rules & Alerts”.
3. Select the “New Rule” option.
4. Choose the “Move Messages from Someone to a Folder,” or you can create a custom condition.
5. You can select the conditions like From Address, Subject, and Keyword.
6. Choose the folder in which you want to receive emails automatically.
7. Finish the process and apply the rule to separate emails in Outlook.

#3: Using Categories and Flags

1. Right-click on the email in Outlook.
2. Choose the “Categorize” >> choose or create any category.
3. Now you can use the “Search and Filter” option to find the emails according to category.
4. Also, Flags can be used for important emails as a priority.

#4: Separate Emails in Outlook by Date or Conversation View

1. Head to the “View” tab.
2. Select the “View Settings” option.
3. Now use the “Arrange By” option to separate emails in Outlook by Date, Subject, From, or Size.
4. And you can disable or enable the “Show as Conversations” as per your choice.

Capabilities of this Solution:

• You can organize emails into separate files by size, date, year, sender, folder, email id, category, and subject.
• It maintains the original folder hierarchy and email components with email header and body details during the process.
• It works without Outlook and any other application installation.
• Also, it can easily extract and separate emails from multiple data files without losing any data.

Steps to Separate Emails in Outlook Account

1. Install the mentioned tool and start it to organize emails in Outlook properly.
2. Import single and multiple PST files and folders using the “Add Files” and “Add Folders” options.
3. Select the saving location to save output files using the “Browse” button.
4. After that, select the “Options” according to your requirement to separate emails.
5. Have a look at the quick summary and provide the password if your file is password-protected.
6. Finally, hit the “Next” button to separate emails in Outlook account.

Also Read: How to Fix “Outlook Data File Too Large” Issue?

Final Words

This blog has described the possible ways to separate emails in Outlook data files easily. We have used the top five methods. The first four methods are suitable if you want to manage emails in the Outlook profile. And in case you have a PST file without Outlook and want to manage emails by extracting them into separate files, then go for the automated solution. All methods are best according to your needs.