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This tutorial will show you how to Automatically Sort Incoming Email by Mail Account within Microsoft Outlook. This applies to customers who use one Outlook profile to manage multiple email accounts.

Most people use a single inbox setup to receive incoming email from multiple emails accounts (eg, info@example.com and you@example.com come into the same inbox).

This is the simplest way to manage your emails but can lead to confusion as to which email account each email was addressed to.

To better manage your emails so you can view which by which email account they are addressed, you have a number of options

Option 1: Add a “To” column in your Inbox View

The inbox column headers can be used to sort and filter your emails. Simply add a “To” column so you can quickly view to whom an email was addressed.

• In your inbox main window, right click on any column header
• Select “field chooser”
• Drag and drop the “To” field to the inbox column header

You can now see where your emails come “From” and “To”.

Option 2: Create a Custom View in your Inbox

You can  you can use Outlook Custom Views to sort your incoming emails by the email account to which they were addressed.

 To achieve this, open the Custom View Organizer:
Outlook (all versions except 2003): View-> Current View-> Define Views…
Outlook 2003: View-> Arrange By-> Current View-> Define View

In Custom View Manager do the following:

1. Press the “New”… button
2. Name your new view type. The easiest is to name this after the account that this view will apply to (eg, info@example.com)
3. Select: “Table”
4. Select:  “All Mail” and then “Post folders”
5.  Press “OK”
6. Press “Filter”
7. In the new dialog select the “Advanced” tab
8. Then select the “Field” button and from the section “All Mail fields” choose “E-mail Account”
9. Set the condition to “is (exactly)” and set the value to the name of your email account (eg, info@example.com)
10. Select the “Add to list” button
11. Select “OK” to close the open “Filter” dialog
12. Press “OK” to close the “Customize View” dialog

You can repeat these steps to create additional views for each email account you receive emails to.

When you’re finished  creating your Custom Views simply close the dialogue box and you’re done.

To easily switch between views it is recommended to enable the “Advanced” toolbar via:

• View-> Toolbars-> Advanced

This will present you a toolbar with a drop down list with all your Custom Views.

Within Outlook 2007 and Outlook 2003 there are additional options to display view selector in the Navigation pane:

• Outlook 2007: View-> Navigation Pane-> Current View Pane
• Outlook 2003: View-> Arrange By-> Show Views In Navigation Pane

With this setup you can instantaneously switch views.

Because the Custom View has been defined to apply to all Mail and Post folders, you can use this view in every folder within your mailbox.

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