Filter Multiple email addresses coming to one mailbox

Posted on 2012-03-28
Last Modified: 2012-06-27
I have a and my regular coming into my mailbox. I would like to filter the ones sent to the helpdesk to populate a different folder so I can separate helpdesk requests from other emails as they come in to outlook. Is there a way to do this?
Question by:Johne75
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 4
  • 4

Expert Comment

ID: 37778623
Create an Outlook rule.
Tools|Rules & Alerts|New Rule

Pick 'Move messages sent to a distribution list to a folder'

Look under Step 2 in the Rules Wizard.  The link will be for 'people or distribution list'

You will be able to pick the address from distribution list.

At this point to will be able to choose to move the incoming mail to the desired folder.

Author Comment

ID: 37781793
I am using outlook 2010 so the options are a bit different. So I may not have it right. But I created a rule so that mail sent to goes to my helpdesk folder I created in outlook. Unfortunately everything sent to the and get forwarded to that folder.

Expert Comment

ID: 37781845
Is set up as an alias for, or is it a separate mailbox which is forwarded to you and other helpdesk personnel?

If has it's own mailbox, you could turn off forwarding and configure Outlook to check multiple mailboxes.
Office 365 Training for IT Pros

Learn how to provision tenants, synchronize on-premise Active Directory, implement Single Sign-On, customize Office deployment, and protect your organization with eDiscovery and DLP policies.  Only from Platform Scholar.


Author Comment

ID: 37781892
It is simply an additional smtp email address I have added in Exchange under my mailbox properties tab "email addresses" .

Expert Comment

ID: 37782066
Since you have administrative rights to the Exchange server, make the helpdesk email address it's own mailbox.

Or, you could create a Transport Rule on the Exchange server to prepend a string to the subject (ie HelpDesk), then create an Outlook rule to move the mail with HelpDesk in the subject to the specified folder.

Accepted Solution

Johne75 earned 0 total points
ID: 37783531
OK I can create a rule that searches for helpdesk in the "message header" that will filter it for me but when I reply to it comes from Then if the sender replies again it goes back to my inbox folder. this is undesirable...

The Transport Rule suggestion will not allow me to select an email address...only a user acct or distribution list. So that wont work.

I am looking for the simplest way to have these two emails come to my outlook but be able to filter them into different folders. I want to be able to have an ongoing thread that will keep the email in the correct filtered folder. ie all email and correspondence from helpdesk will come from When I reply it also needs to be from helpdesk and also stay in the helpdesk inbox folder. all email and correspondence sent to stays in my inbox folder replies come from johne... Make sense? whats the best way to do this? Am I going to have to create another mailbox for helpdesk and somehow manage it that way with delegate permissions? Suggestions please and Thanks!

Assisted Solution

awaggoner earned 500 total points
ID: 37783733
The easiest way would be to create a new mailbox and either delegate authority, or just set up two accounts in Outlook.

Author Closing Comment

ID: 37800042
Ive selected my own comment because it is the best solution to the question I asked. I wouldnt have discovered it without the brainstorming provided by awaggoner so Ive awarded all points to him. So I also selected his final comments as the end result of what I am really trying to accomplish is most easily achieved by doing this.

Featured Post

Scamming the Scammers!

Have you ever heard of Scam Baiting?
It's a highly entertaining sport that you can participate in.
Introduction to beating scammers at their own game and how you can help
Share your thoughts, ideas and experiences on the topic.
Links to top Anti-Scam resources provided.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

This article lists the top 5 free OST to PST Converter Tools. These tools save a lot of time for users when they want to convert OST to PST after their exchange server is no longer available or some other critical issue with exchange server or impor…
You need to know the location of the Office templates folder, so that when you create new templates, they are saved to that location, and thus are available for selection when creating new documents.  The steps to find the Templates folder path are …
To show how to generate a certificate request in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.:  First we need to log into the Exchange Admin Center. Navigate to the Servers >> Certificates…
A short tutorial showing how to set up an email signature in Outlook on the Web (previously known as OWA). For free email signatures designs, visit If you want to manage em…

751 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question