keeping subfolders in a specific order

Copper Contributor

Hello!

I'm looking for a solution to an issue in a shared inbox.

We have a folder containing a few hundred subfolders. Each subfolder has a name, and their name starts with a number. We want to keep the folders in ascending number order, but they keep moving to the top whenever we either file something in them or open them to get to the emails.

 

First, I wonder if there is a setting and how to stop them from moving (right-clicking on the folder and choosing "Sort Subfolders A to Z does not fix the issue as it just rearranges the folder temporarily, and it can't file the subfolder in order of numbers correctly). 

 

Secondly, is there a way to have only one person with permission to create and arrange folders in a shared inbox? 

 

Thank you for your help! 

9 Replies

Hi @514Andy,

There is no direct setting to stop subfolders from moving to the top in a shared inbox. 
But, there is a workaround that you can use:

  1. Create a new folder at the top of the folder list.
  2. Give this folder a name that starts with a number lower than the lowest numbered subfolder.
  3. Drag and drop all of the subfolders into the new folder.
  4. Right-click on the new folder and select "Sort Subfolders A to Z".
  5. Right-click on the new folder again and select "Move Up".

This will move the new folder to the top of the folder list, and the subfolders will remain in ascending order within the new folder.

 

Yes, there is a way to have only one person with permission to create and arrange folders in a shared inbox.

To do this, follow these steps:

  1. Go to the shared inbox and right-click on the top-level folder.
  2. Select "Properties".
  3. Click on the "Permissions" tab.
  4. Click on the "Add" button.
  5. Enter the name of the person who you want to have permission to create and arrange folders.
  6. Click on the "Check Names" button to verify that the user exists.
  7. Click on the "Add" button again.
  8. Select the "Custom" permission level.
  9. Under the "Folder Permissions" section, check the box next to "Create folders" and "Delete folders".
  10. Click on the "OK" button.
  11. Click on the "OK" button again to close the Properties window.

Once you have completed these steps, only the person who you added to the permissions list will be able to create and arrange folders in the shared inbox.

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Kindest regards,


Leon Pavesic
(LinkedIn)

Hi @514Andy.

you wrote:
(right-clicking on the folder and choosing "Sort Subfolders A to Z does not fix the issue as it just rearranges the folder temporarily, and it can't file the subfolder in order of numbers correctly).  

 

Let's suppose a script or an add-in will simulate right-clicking on the folder and choosing "Sort Subfolders A to Z" programmatically every minute while the root folder is selected. Does it fit your requirements? 

Thank you LeonPavesic for your help. Unfortunately, the solution for the subfolder to stay in place is not working, and it is very difficult for Outlook to sort when I click on "Sort Subfolders A to Z" as Outlook becomes unresponsive. I have over 500 subfolders and I am not looking for the new folder to come on top, but rather at the bottom.

As for the steps to setting up permissions for certain users, it is perfect. Thank you!!
Thank you for your help Victor. Unfortunately, I have over 500 subfolders in that folder, and the simple action of clicking on Sort Subfolders A to Z, sends Outlook in an unresponsive mode. Then, hours later, the subfolders move into place. The biggest issue is that I constantly save emails or open emails in those folders, so the folders move as soon as I do.

@514AndyI know this is an older thread, but I ran across it while I was looking for a solution to my own Outlook folder sorting issue.  One thing that may (or may not) be affecting your incorrect folder sort is the numbering system you use at the beginning of  each sub-folder name.  If you have over 500 folders, then I believe you will need to have each folder begin with a 3-digit numberr in order to get the A-Z sort correctly from a numerical perspective; for example, folder "1 Subfolder Name" will need to actually be "001 Subfolder Name"; if you ever anticipate having over 1000 subfolders (!), then you might as well rename these now with 4-digits ("0001"...). 

 

Of course, this may not stop Outlook from pushing the folders with mail or the folders you last used to the top of the list, but if you do resort them manually, you will definitely need to consider that Outlook won't see "1" and "001" as the same.

@LeonPavesic@victoreivanidze @mike-in-texas  Thank you, everyone, for your input. Basically, every time I file something in a subfolder, it brings that subfolder to the top; it seems like it's putting the folders "recently used" on top. 

 

My solution is to simply "sort subfolders from A to Z" multiple times per day. This way, it does not "freeze" Outlook with a heavy command (before, I used to wait weeks before getting the folder back on track, and it would "freeze" Outlook and take an incredibly long time to sort).

Now, it takes about 10 seconds each time to get it back to the correct order. It works, but it's just annoying. I wish Outlook would add an option to move the recently used folder up or down. 

Hi @514Andy,
it seems I've already suggested you the same thing:
"Let's suppose a script or an add-in will simulate right-clicking on the folder and choosing "Sort Subfolders A to Z" programmatically".
yes, you are correct, but this does not stop the subfolders from moving. it's a bandaid to the issue. The core issue stays the same and there is apparently no solution to stop the subfolders from moving in the first place. :( That is what I was looking for.

@514AndySorry this didn't resolve your issue.

 

I was having a similar issue in that it would always rearrange my folder list (including Inbox, Sent, etc) each time I restarted Outlook 365.  I did find a solution so that doesn't happen anymore.  Under File > Account Settings > Account Settings > (Select the Email account} > Change > More Settings.  In the pop up window under the Advanced tab, uncheck "Download Shared Folders" and hit Okay.

 

I then arranged the folders the way I wanted, exited Outlook, restarted and the folders remained as I wanted.  Of course, I'm still not sure that prevents the issue you're having, but maybe it's worth a shot!