Move Outlook Emails of Specific Date Range to a Folder

Category: MS Outlook

If you would like to move the Microsoft Outlook emails of specific date range to a specific folder, you may use the Outlook Rules feature to achieve it. You may either use the rule one time only or run this rule on a specific folder. Here is a simple tutorial in order to achieve it.

Go to Home > Rules > Manage Rules & Alerts

Microsoft Outlook File Manage Rules

It will open up Rules and Alerts dialog. Click on “New Rule…”

Outlook Rules and Alerts Wizard

It will open up Rules Wizard. Select “Apply rule on messages I receive” and click on “Next >” button to choose conditions.

Outlook Rules Wizard

Here you will select various conditions. These are the conditions if satisfied, it will choose a specific email to be acted upon. Select “received in a specific date span”. You may also choose other conditions like an email received from a specific people or group, specific word in subject/body or a specific account if you have multiple accounts. As soon as you select the condition, the conditions are added to the bottom. click on the individual links to choose the condition values. For example, clicking on “in a specific date span” would open up a window to select the date range. After selecting, click “Next >” button to choose actions to perform on emails matching the conditions

Outlook Rules and Alerts Wizard Select Condition

Select “move it to a specified folder” action or any other action from the given list. Selected actions will be added at the bottom. Click on individual selected actions to specify values. Click “Next >” button to select exceptions

Outlook Rules and Alerts Wizard Action

If you want to add exceptions to exclude certain emails, you may do so. Select the exception condition and choose the exception values. Click “Next >” to come to the final step.

Outlook Rules and Alerts Wizard Exception

Give the name to the rule. If you want to apply this rule for every incoming email, choose “Turn on this rule”. If you want to run it only one time, unselect “Turn on this rule”. Click “Finish” button to complete the rule.

Outlook Rules and Alerts Wizard Finish

If you want to run this rule on a specific folder,  go to Home > Rules > Manage Rules & Alerts > Run Rules Now…

Outlook Rules and Alerts Wizard Run Rules

Select the rule to run, choose the folder to run the rule on and click on “Run Now” button

Outlook Rules and Alerts Wizard Run Rules Now

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17 comments

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  1. bing ting ling says:

    GREAT JOB AND TUTORIAL!

  2. Shobin Chawla says:

    Hi Vishal,

    The Rules section does not show an option to move mails sent in a specific time duration to a specified folder. Please suggest if there is any method for this. I want to move sent mails between 2016-2018 in a specified folder.

    1. Hello Shobin,

      I am not aware of why Rule section does not show the needed option.

      Regards,
      Vishal Monpara

  3. Bob Smithe says:

    Thanks for this post! I have my Outlook (ProPlus) cache set for 3 months of local storage and the rule I have set is to look 3 years back (i.e., that mail is not cached locally).

    I ran the run and it didn’t move any of the older email that was online storage in Exchange Online. Do you know if this rule will only work against email downloaded to the local cache?

    Thanks again!

    1. Hello Bob,

      Based on my understanding, the rules run on Exchange (which should include Exchange Online) but I am not aware of why it would not run for you.

      Regards,
      Vishal Monpara

  4. Luke says:

    Great answer!

  5. John says:

    Can I set a rule where emails that are older than 90 days get automatically move to specific folder?

    1. Hi John,

      I am not aware of any automated rule to move email to a specific folder. You may use Outlook Archive functionality but depending on your need, archiving may not work as similar to moving to a folder.

      Regards,
      Vishal Monpara

  6. Richard Martin says:

    I don’t know how old this post is, but your menu structure looks NOTHING like mine in Windows 10. There is no HOME tab, so none of the rest of it is accessible. I was hopeful. It is precisely the advice I needed, but seems to be impossible to duplicate on my machine!!

    1. Hello Richard,

      If you have Outlook 2007 or older version, it has different menu structure. Outlook 2010, 2013 and 2016 has similar menu structure as shown on this post. If you are using Outlook 2007, “Rules and Alerts” is available under “Tools” menu. After you open up this wizard, you can follow the rest of the steps from this article.

      Regards,
      Vishal Monpara

  7. Raf says:

    Thank you for this interessting method. Is it possible to also add a Time. ex. messages recieved today before 2pm?

    1. Hi Raf,

      This is out-of-the-box functionality from Outlook so I don’t think it is possible.

      Regards,
      Vishal Monpara

  8. Goran says:

    HI Vishal,

    Can I create a rule that will move the attachment in a local folder and not in outlook folder?

    Thanks
    Goran

    1. Hello Goran,

      I am not aware of any way to move attachment to a local folder

      Regards
      Vishal Monpara

  9. Kaalee says:

    Hi,

    It worked fine in Outlook 2016. Thank you…

  10. Larry V says:

    Have you tested that this actually works? Because two of us tried it on Outlook 2016 and it did not move the messages when run manually. And since we are trying to move older messages we can’t rely on havint this rule run automatically

    1. Hi Larry,

      I had tested the steps with Outlook 2013 and it was working as expected. Based on what you said, I am ruling out the possibility that any other rules or “Stop processing further” setting might interfere. Without having Outlook 2016, it is difficult to recreate it on my side or suggest an alternative.

      Regards,
      Vishal Monpara