Organize filed emails into folders

Folders split a project's filed emails into groups, such as RFIs, Submittals or Change orders, so your team can find them faster. A folder can also be restricted, so that only the people you choose, and your organization admins, can see the emails in it.

In this article we'll cover the following:

• Browse folders
• Create a folder
• Move emails into a folder in Part3
• File into a folder from Outlook
• How to create restricted folders
• Rename, change members or delete a folder
• Some 'good to knows'
• Troubleshooting

Browse folders

Open the project and select Emails. Across the top are tabs:

• All emails: every filed email you can see.
• No folder: emails that aren't in any folder.
• One tab per folder, with how many emails it holds. Restricted folders show a lock.

When you open an email, its Folder is shown with the sender and recipients.

Create a folder

Step 1: On the project's Emails page, select + New folder in the top right corner.

Step 2: Enter a Name.

Step 3: To limit who can see the folder, tick Restrict access. You're added as its first member (see Restricted folders below).

Step 4: Select Create folder.

Move emails into a folder in Part3

One email: open it and select Move to folder at the top of the email, then choose the folder.

A whole thread: in the Threads view, expand the thread and select Move thread to folder. Every email in the thread that you can see moves to the folder you choose.

Choose No folder to take emails out of a folder.

File into a folder from Outlook

When the project you're filing to has folders, the Part3 pane in Outlook shows a Folder field under the project.

Step 1: Check the Folder. Part3 picks one for you:

• For a reply, the folder where the conversation's latest email is filed in the same folder. The pane says Earlier emails in this conversation are in this folder.
• Otherwise, the folder you last filed to in that project.
• Otherwise, No folder.

Step 2: Change it if you need to, then select File to this project.

When the email is filed, the pane shows the folder under the project.

Filing several emails at once works the same way: choose one folder for the whole batch. See File several emails at once from Outlook.

Restricted folders

A restricted folder, and every email in it, is visible only to:

• the folder's members
• your organization admins

Everyone else in your firm doesn't see the folder's tab, and its emails don't appear in All emails or in search.

When you choose a restricted folder in Outlook, the pane reminds you: Only this folder's members and your organization's admins will see this email.

To add or remove members:

Step 1: Select the gear icon next to the folder's tab. Folder settings opens.

Step 2: Under Add a member, search for a person in your organization and select them. To take someone out, select Remove next to their name.

Step 3: Select Done.

Select Show history to see who created the folder, restricted it, and added or removed members, and when.

Rename, change members or delete a folder

Open Folder settings with the gear icon next to the folder's tab. From there you can:

• Rename the folder
• turn Restrict access on or off
• add or remove members
• Delete folder. A folder must be empty first, so move its emails out before deleting it.

Only organization admins and the person who created the folder (while they're still on the project) can change a folder.

Good to know

• An email is in one folder at a time, or in none.
• Moving an email to another project takes it out of its folder. An email in a restricted folder can't be moved to another project until it's taken out of the folder, so it isn't exposed by accident.
• Taking emails out of a restricted folder makes them visible to the rest of your firm, so only organization admins and the folder's creator can do it.
• ‼️ Other companies on the project never see your filed emails, in a folder or not.

Troubleshooting

Q: The Outlook pane says "Folders could not be loaded. The email is filed outside any folder."

Part3 couldn't get the project's folders. Select Try again, or file the email now and move it into a folder later in Part3.

Q: It says "The chosen folder no longer exists, or is no longer visible to you."

Someone deleted the folder, or removed you from it, after you chose it. Choose another folder and file again.

Q: It says "This email is already filed to this project, in a folder you do not have access to."

A colleague already filed it into a restricted folder you're not a member of. Ask the folder's creator or an organization admin if you need access.

Q: I can't rename or delete a folder.

Only organization admins and the folder's creator can change a folder. To delete one, move its emails out first.

Q: I don't see a folder my colleague mentioned.

It's probably restricted. Ask its creator or an organization admin to add you as a member.