Choosing the Folder to Save a Sent Message In

Last reviewed on December 30, 2013

Lotus Notes can prompt the sender to specify what folder a message should be saved in. Outlook doesn’t have the feature built in, although you can select the folder to save the message to before sending. Outlook has an option to save replies with the original when its not in the Inbox. If you want to be prompted each time, you’ll need to use VBA or an add-in.

You can also use Rules to move sent messages to other folders. This works well if you need to move all messages sent to specific people or with specific words in the subject but won’t work for one-off messages.

Select Folder | Use VBA | Save Replies with the Original | Using Rules to file Sent items | Tools

Select the folder when sending the message

Outlook 2007, Outlook 2010, and Outlook 2013

Outlook's Save sent items iconIn Outlook 2007, 2010, or 2013, you can select a different Sent folder using the Save Sent Item to Command on the Options ribbon.

Save sent items

Outlook 2003, 2002, or 2000

In Outlook 2003 and older (using either email editor), click the Options button to dialog the Options dialog, where you’ll select the Sent folder.


Use VBA to display a dialog

Get the VBA from Outlookcode.com: To set the storage folder for an outgoing Outlook message. Also see this code sample.

Note: VBA does not work on messages created with File, Send commands in other applications or the Send to command in Windows Explorer. Send to commands use Simple MAPI, which bypasses Outlook functionality.

Use VBA to move sent items

You can use a macro to move all items sent by a specific email account. See Use a macro to move sent items for the VBA code sample. This macro will work with messages created using the File, Send commands in other applications since it processes the message after it’s sent.

Save Replies with the original

If you move messages of of the Inbox, you can configure Outlook (all versions) to save replies with the original.

In older versions of Outlook, go to Tools, Options, Email options, Advanced Email options button. (right)

In Outlook 2010 and 2013, go to File, Options, Mail - about halfway down, in the Save section, is the option to save replies with the original when its not in the Inbox. (below)

Using Rules to file Sent items

You can create an After Sending rule to copy messages meeting specific conditions or to specific persons to a different sent folder, however, this copies the sent message. The only way to avoid saving a message in the Sent folder as well as in another folder is by disabling the option to Save all sent messages and use rules to save messages. If you use this method, your first rule(s) will save messages meeting specific conditions in the desired folders, with each rule containing the Stop processing action. The final rule applies to all messages and saves them in the Sent folder, catching all messages not processed by previous After sending Rules.

Step 1Step 2Step 3

Begin by creating a rule “from scratch”, choosing a blank rule, applied on messages you send:

 

Add your conditions and Actions, remembering to select Stop processing on each rule.

The final Rule will have no conditions; the Action will copy messages to the Sent folder:

Note that when you use a rule to move a copy of the sent item, its marked as unread. You will need to use VBA to mark the copied sent message read. See Mark Sent Items “Read” after Moving to a New Folder for the necessary code.

Tools in the Spotlight

QuickFile for Outlook

File 90% of your emails at the click of a button. Manage your Inbox and Sent Items folders. Move emails out of the Inbox to the correct folder at the click of a button. QuickFile remembers the folders used for each person and presents a short customized list each time. Use the same list to Send&File in one step instead of having to go back to your Sent Items folder. Plus many more email management features such as one-click creation of task/appointments from emails, newsletter processing, deferred non-urgent emails and much more.

Sent Items Organizer

Sent Items Organizer version 3.2 has been released. With its Send And File button, this version now allows you to type the first few characters of the folder you're interested in to quickly find the folder you need. In addition, it allows you to override your regular Send button so you don't have to change your current send habits. Finally, this version has improved shared mailbox handling to automatically file emails from shared mailboxes into their respective Sent Items folders. Enter code WD9BHK53 during checkout.

Tools

Auto-Mate

Auto-Mate is an Outlook utility that allows you use define rules to move mail from your Inbox (or other folders) based on several criteria, including the age of the message. While Outlook rules only run as messages are downloaded or when you click Run Rules now, Auto-Mate rules run on a schedule, enabling you to apply rules to messages that have been in your Inbox for a given number of hours, days or weeks. Available in Standard or Pro Version. Supports Outlook 2003, 2007, 2010, 2913. Now available for Outlook 2010/2013 64-bit.

SimplyFile for Microsoft Outlook

SimplyFile helps you file incoming and outgoing messages to the right Outlook folder with one click of a mouse. SimplyFile's state of the art algorithm learns as you file messages and suggests destination folders for filing. All you have to do to send a message to the right folder is click a button. SimplyFile also includes buttons for turning messages into Tasks and Appointments. Compatible with Outlook 2000, 2002, 2003 and 2007. Version 2.3.4.106.

Single Click Filing for Outlook

Use Single Click Filing for Outlook to file your messages in Outlook. You can define up to 10 filing folders each with its own toolbar button and use the corresponding shortcuts (Alt+1, Alt+2, ... , Alt+0) to quickly and easily file messages. Free trial.

Track Your Sent for Outlook

Track Your Sent for Outlook gives you four easy ways to track your sent items using Filing, Categories, Calendar, Tasks. Re-attach your category with a reply/forward to the sent item and keep your categories local (and not expose them to the recipient). Define a default action or action(s) for just a single sent item.

TuckAway Intelligent Email Organizer

TuckAway Intelligent Email Organizer is an Add-in for Microsoft Outlook that helps you file messages into folders and keep the Inbox neat. TuckAway uses advanced prediction algorithms which adapts to your filing preferences and will suggest the right folder to store the messages. Free trial available.

VBOffice SAM

SAM automatically sets the sender, signature, and folder for sent items based on several criteria. Use SAM to assign a sending account or SendOnBehalf address and signature to contacts, folders, or categories. Works with Outlook 2007, 2010 and Outlook 2013.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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