How to Organize MFA Emails in a Dedicated Folder

 When available, you can also have these emails skip the inbox. This keeps your inbox clean while still saving MFA emails where your team can access them when needed. 

Why this helps

A dedicated MFA folder helps your agency:

• Keep verification emails in one place
• Reduce inbox clutter
• Find MFA codes faster
• Avoid deleting or overlooking important login emails
• Make carrier login workflows easier for your team

General Recommended Approach

1. Create a folder or label named: MFA

2. Create rules or filters that automatically sends MFA emails to that folder.

3. For the cleanest setup, choose the option to skip the inbox. The emails will still be delivered, but they will go directly to the MFA folder instead of appearing in your main inbox.

Gmail Instructions

Step 1: Create an MFA label

1. Open Gmail.
2. In the left sidebar, select More.
3. Select Create new label.
4. Name the label MFA.
5. Select Create.

Step 2: Create a filter

1. In the Gmail search bar, select the filter/search options icon.
2. Enter the criteria for the MFA emails you want to capture.

Common filter options include:

• Sender email address
• Subject contains “verification code”
• Subject contains “security code”
• Subject contains “MFA”
• Subject contains a carrier name

      3. Select Create filter.

      4. Choose:

• • Skip the Inbox
  • Apply the label: MFA

      5. Select Create filter.

Future matching MFA emails will now go directly to the MFA label.

Outlook Instructions

Step 1: Create an MFA folder

1. Open Outlook.
2. In the left sidebar, right-click your mailbox or folder list.
3. Select Create new folder.
4. Name the folder MFA.

Step 2: Create a rule

1. Find an MFA email in your inbox.
2. Right-click the message.
3. Select Rules.
4. Select Create Rule.
5. Choose the condition that identifies the email.

Common options include:

• From a specific sender
• Subject includes “verification code”
• Subject includes “security code”
• Subject includes “MFA”
• Subject includes a carrier name

      6. Choose the action to move the message to a folder.

      7. Select the MFA folder.

      8. Save the rule.

Future matching MFA emails will automatically move to the MFA folder.

Best Practices

Add the MFA folder to Favorites

Keep the folder visible in your sidebar so your team can quickly find verification codes during carrier logins.

Use more than one rule if needed

Different carriers may send MFA emails from different addresses or use different subject lines. If some MFA emails still appear in your inbox, create additional rules for those senders or subjects.

Do not automatically delete MFA emails

Even though MFA codes expire, the emails can be useful for troubleshooting login issues.

Check spam or junk folders

If expected MFA emails are missing, check spam or junk. Mark legitimate MFA emails as safe so future messages are delivered correctly.

Troubleshooting

I do not see the MFA email in my inbox

Check the MFA folder. If the rule is set to skip the inbox, the email will bypass your main inbox.

Some MFA emails are still going to my inbox

Update the rule criteria or create a separate rule for that carrier, sender, or subject line.

I cannot create folders or rules

Your agency’s IT administrator may manage these settings. Contact your internal IT team for help creating the folder or rule.

Summary

MFA emails are necessary, but they do not need to take over your inbox.

By creating an MFA folder and setting up rules to route MFA emails there automatically, your team can keep verification codes easy to find while keeping the main inbox clean.