Use a small set of OX folders to separate work that needs action from completed records. Clear names and predictable rules make it easier to find mail across webmail and synchronised applications.
IN THIS ARTICLE
01 Create and use folders
- Open Mail and select the parent location in the folder list.
- Use the folder's actions menu to add a new folder. Enter a clear name, such as Supplier invoices.
- Select a small group of messages and use Move to place them in the folder.
- Open the destination and confirm the selected messages arrived.
- Check a connected IMAP application if you use one. Subscribe to or display the folder there where required.
02 Plan a simple structure
Separate action status from permanent record categories where that helps your work. Avoid deeply nested folders for every sender when search can locate those messages. Agree a common structure for shared work so colleagues understand where completed items belong.
03 Example: organise supplier invoices in a server folder
You want invoice messages visible in the same place in OX webmail and your connected IMAP application. Create a server-side folder rather than a folder stored only on one computer.
- In OX Mail, select the intended parent location and use its folder actions to add
Supplier invoices. - Choose three known invoice messages and move them into that folder.
- Open the destination and confirm all three arrived.
- Check the same mailbox in your IMAP application and display or subscribe to the folder if required.
Expected result: both interfaces show the same messages in the intended folder. Moving them within the mailbox improves organisation but does not normally reduce the amount of stored mail or solve a quota problem.
Common questions
Does moving mail reduce my quota?
Moving within the same mailbox generally changes organisation, not total stored content. Review large items and the actual quota indicator when addressing capacity.
Why is a webmail folder missing on my computer?
Check IMAP subscription or folder-display settings and confirm the application connects to the same account. A local folder in the application is different from a server folder.
Can I delete a folder without deleting its contents?
Do not assume so. Move or export required messages first and read the deletion confirmation carefully. Folder deletion can affect many messages and synchronise to other devices.
After renaming or moving a folder, review rules that target its old location. Send a matching test to confirm future messages follow the intended route. Keep a recovery copy before reorganising a large business mailbox.