Outlook doesn't have a feature built in to prompt the sender to specify what folder a message should be saved in, but 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.
Note: The new Outlook for Windows app does not currently have an option to chose where to save sent messages.
Select the folder when sending the message | Use VBA to display a dialog
Save Replies with the Original | Using Rules to file Sent items
Tools
Select the folder when sending the message
You can select a different sent items folder for each message by selecting the folder from the Options dialog before sending the message.
In classic Outlook, select a different Sent Items folder using the Save Sent Item to Command on the Options ribbon.
If you are using the simplified ribbon in classic Outlook, the Save Sent item to command may be in the overflow, under the three dots on the right.
If you always want to use a different folder, you can use a macro to set the Save message to folder. You could use an If statement to only move certain messages to the folder.
This sample saves the sent message to a subfolder named "Diane" under the Sent Items folder.
Private Sub Application_ItemSend(ByVal Item As Object)
Dim objNS As NameSpace
Dim objFolder As MAPIFolder
Set objNS = Application.GetNamespace("MAPI")
Set objFolder = objNS.GetDefaultFolder(olFolderSentMail).Folders("Diane")
Set Item.SaveSentMessageFolder = objFolder
Set objFolder = Nothing
Set objNS = Nothing
End Sub
Use VBA to display a dialog
These two macros use the ItemSend method in the macro above, but call the folder picker so you can choose a folder each time.
From the now-defunct Outlookcode.com:
This VBA code reproduces something closer to the Notes behavior by popping up the Select Folder dialog when the user sends the message.
This code demonstrates the use of the Namespace.PickFolder method to pop up the folder list for the user's selection. Note that you must handle the situation where the user cancels the dialog, in which case PickFolder returns Nothing.
The folder must be in your default information store -- Exchange mailbox or PST file. The IsInDefaultStore() function tests for this. If you need to move items to a different folder, the solution would be to use the ItemAdd event on the Sent Items folder's Items collection. See To quarantine application file attachments for an example of using ItemAdd.
To use this code, paste it into the built-in ThisOutlookSession module in VBA in Outlook. (Press Alt+F11 to open the VBA window.)
Private Sub Application_ItemSend(ByVal Item As Object, _
Cancel As Boolean)
Dim objNS As NameSpace
Dim objFolder As MAPIFolder
Set objNS = Application.GetNamespace("MAPI")
Set objFolder = objNS.PickFolder
If TypeName(objFolder) <> "Nothing" And _
IsInDefaultStore(objFolder) Then
Set Item.SaveSentMessageFolder = objFolder
End If
Set objFolder = Nothing
Set objNS = Nothing
End Sub
Public Function IsInDefaultStore(objOL As Object) As Boolean
Dim objApp As Outlook.Application
Dim objNS As Outlook.NameSpace
Dim objInbox As Outlook.MAPIFolder
On Error Resume Next
Set objApp = CreateObject("Outlook.Application")
Set objNS = objApp.GetNamespace("MAPI")
Set objInbox = objNS.GetDefaultFolder(olFolderInbox)
Select Case objOL.Class
Case olFolder
If objOL.StoreID = objInbox.StoreID Then
IsInDefaultStore = True
End If
Case olAppointment, olContact, olDistributionList, _
olJournal, olMail, olNote, olPost, olTask
If objOL.Parent.StoreID = objInbox.StoreID Then
IsInDefaultStore = True
End If
Case Else
MsgBox "This function isn't designed to work " & _
"with " & TypeName(objOL) & _
" items and will return False.", _
, "IsInDefaultStore"
End Select
Set objApp = Nothing
Set objNS = Nothing
Set objInbox = Nothing
End Function
If you want the user to pick a folder only when the item is sent through a specific account, you will need to structure the code as a procedure that Rules Wizard can run, rather than as an Application-level event handler. You can call the SetSaveFolder code below from a "run a script" action on an Outlook rule. The condition on the rule should be "through specified account."
Public Sub SetSaveFolder(ByVal Item As MailItem)
Dim objNS As NameSpace
Dim objFolder As MAPIFolder
Set objNS = Application.GetNamespace("MAPI")
Set objFolder = objNS.PickFolder
If TypeName(objFolder) <> "Nothing" And _
IsInDefaultStore(objFolder) Then
Set Item.SaveSentMessageFolder = objFolder
End If
Set objFolder = Nothing
Set objNS = Nothing
End Sub
Another variation would be to not save the item at all if the user doesn't choose a folder. You can do that by setting the DeleteAfterSubmit property to True.
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 out of the Inbox, you can configure Outlook (all versions) to save replies with the original.
In Outlook 2010 and up, go to File, Options, Mail - about halfway down, in the Save Messages section, is the option to save replies with the original when its not in the Inbox.
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 1: Begin by creating a rule "from scratch", choosing a blank rule, applied on messages you send:
Step 2: Add your conditions and Actions, remembering to select Stop processing on each rule.
Step 3: 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
File emails from Outlook into project or client folders automatically. Match email addresses, project numbers, client names or references to a folder name located anywhere on your network. Watch as the bulk of your emails are automatically filed (ZERO clicks!) and finish the task with manual filing for emails that do not fall within the scope of a project or client folder. Organize filed emails into relevant sub-folders within your mailbox and auto purge dated email over time. Supports Outlook 2007, 2010, 2013 & 2016 |
Tools
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. Outlook O365, Outlook 2019 as well as Outlook 2010, 2013, 2016, 32 and 64 bit editions. Version 12. | |
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. | |
This add-in moves both the reply and original message to the pre-defined folder. Example. Let's suppose you have a group of users that process incoming orders that come to the shared mailbox "Orders". Every email has to be replied. After a user replies to or forwards a message, the add-in will move both the original order email and reply to the "Processed" folder. | |
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. | |
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. | |
Timed Email Organizer is a brand new add-in which can replace or augment your Outlook rules. Unlike Outlook, this add-in will act on emails based on how old they are, supports ANDs, ORs, NOTs and wildcards in the conditions, and has a test mode so that you can see what the effect of a given rule would be if it were run. It will even import your current Outlook rules and automatically disable them for you. | |
Track Your Sent offers 4 ways to track your sent items: 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. | |
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, 2016. |
Mike Walker says
If you use the VBA method, will the code be included in your pst file? So for example, if I have to completely reinstall Outlook, can I restore the my backed-up pst file and have all my new Sent Email Subfolders still intact?
Diane Poremsky says
The VBA code won't be stored in the pst (you can copy and paste it into a message in the pst, so you have it handy) - but all of the folders you have in the pst (and the mail in them) will be in the pst file you backed up.
kdock says
Diane, this is a wonderful tool that I've used for years. I copied and pasted the above code because as Outlook has changed, so has the code. I'm now using the latest O365 and have a problem similar to what someone described below. It happens with both new and reply emails. If I click Cancel after having clicked Send, it doesn't crash. Instead, it sends the message!
This used to work properly so I can only assume it's because of the way Outlook has evolved.
Any help with halting the Send would be much appreciated. I have to stop using it now as I've sent too many emails that weren't ready to go.
Eduardo says
First of all, congratulations on the excellent content. It worked perfectly.
Do you think is there a way to move the original conversation thread from the inbox, once it is replied, to the same selected folder in send event?
Diane Poremsky says
You would need to use a macro... I'll see if I can come up with a way to do this.
Eduardo says
Thank you! That would be a good boost to the productivity since we would avoid going into the inbox and moving the original email to the same folder.
Eduardo says
I think there might be something related here : https://forums.slipstick.com/threads/97981-macro-to-move-reply-and-original-message-to-folder/
I am not sure if the final posted code is fully functional.
Peter says
Hi.
This is a really useful function that I have been using for years now, so thanks for that! :) Lotus Notes was not a user friendly program but I did miss the auto-file email function that our company used. Microsoft really should implement this function after all these years! Otherwise sent mail just gets all lumped together rather than filed by project. I know that these days we can rely a lot more on sort than filing but still.
However, if you ever hit "cancel" instead of selecting the folder, it causes Outlook to crash (after displaying the message: "This function isn't designed to work with Nothing object and will return False".
I don't know enough VBA to be able to fix this. Are you able to post an updated macro so that cancelling it just cancels the function and doesn't crash Outlook?
Also are you able to make it so that you select the folder BEFORE Outlook sends the email? The whole reason I hit "Cancel" is that I realise I need to add something to or fix something in the email. So ideally you could hit "cancel" and it would take you back to the email you were about to send. Presently, "Cancel" will crash Outlook and STILL send the email to the Outbox. You can usually catch it before it goes, so crashing Outlook is sometimes worth it, but it's really not ideal.
Thanks again.
Peter
Diane Poremsky says
I will add a cancel handler and will look at your other suggestion.
Peter says
Thanks :) I'll look forward to it.
David says
Dear Diane,
thx for that great explenation. I tried it with my Outlook and it worked perfectly, but only once. After I rebooted my PC, the code is still shown under "thisOutlooksession" but I dont see thewindow anymore where I can choose a folder to save. Feels like the code is not activated or something like this. Is there anything else I have to do in the VBA? Thanks, David
Diane Poremsky says
Did you change the macro security settings in File > Options > Trust Center > Macro security?
Amanda Roney says
How can I modify the above macro to save to a folder in the inbox?
Diane Poremsky says
This line controls where it goes:
Set objFolder = objNS.GetDefaultFolder(olFolderSentMail).Folders("Diane")
so you just need to change it to use the inbox folder to save to a folder named Diane that is in the Inbox.
Set objFolder = objNS.GetDefaultFolder(olFolderInbox).Folders("Diane")
DanN says
Hi Diane,
Thanks for putting this page together!
Unfortunately, it appears outlookcode.com is no longer responding properly, so the macro for Send and File isn't available.
Could you post it directly rather than a link?
Thanks!
Diane Poremsky says
Outlook.com is defunct and I'm trying to get the owner to give me the site and data so I can restore it. I'll see if I can find those code samples in the wayback machine.
Narayana VT says
want to remove folder entries from "Save Sent items to" in outlook 365
RGD says
Hi Diane,
I have tried writing to you via another email ID but the comment still states it is awaiting moderating.
I am trying to use your sample code as I need copy the sent email to the Application.ActiveExplorer.CurrentFolder that is on a shared mailbox. So what I do is move the original email over to each case's specific folder and then respond to it. However, the sent email only gets saved in my default account's sent folder but not in the shared mailbox's current folder. The shared mailbox is a team mailbox. I have tried all possible combinations but none seem to work.
Can you please help?
Here is how my code looks:
Private Sub Items_ItemAdd(ByVal Item As Object)Dim objCuFolder As Outlook.MAPIFolder
If Item.SendUsingAccount = "emailaccount" Then
Set objCuFolder = Application.ActiveExplorer.CurrentFolder
Item.Move objCuFolder
End If
End Sub
Thank you.
Diane Poremsky says
I'm a little behind in answering. :) (and everything stays in moderation until i answer - its easier to find the posts that need answering)
If you want to move to a shared mailbox, you need to change this line to point to it:
Set objCuFolder = Application.ActiveExplorer.CurrentFolder
if its in your profile as a shared mailbox, the method here will work:
https://www.slipstick.com/developer/working-vba-nondefault-outlook-folders/#shared
Set objCuFolder = NS.GetSharedDefaultFolder(objOwner, olFolderSentMail)
RGD says
Hi again Diane,
Thanks for this suggestion. I did check this post. But I lost the thread a bit, as what I am trying to do is copy the sent email over to the folder I am currently replying from. What I do is when replying to a client I move their email to their respective folder and then reply to it from there. Now as that folder is on a shared mailbox, the sent email lands in my default account's sent email.
I am unable to figure out the code that would make a copy of the sent email over to the current folder I am in.
From your suggestion Set objCuFolder = NS.GetSharedDefaultFolder(objOwner, olFolderSentMail) I understand that the macro will look in the sent email of the shared mailbox. But how would it copy the email over to the current folder I am in is what I do not understand?
Diane Poremsky says
Ah, that is different. Current folder would be what you'd use - is it not working? I'll need to put my thinking hat on...
Reuben Dayal says
Hi Diane,
I am trying to use your sample code as I need copy the sent email to the Application.ActiveExplorer.CurrentFolder that is on a shared mailbox. So what I do is move the original email over to each case's specific folder and then respond to it. However, the sent email only gets saved in my default account's sent folder but not in the shared mailbox's current folder. The shared mailbox is a team mailbox. I have tried all possible combinations but none seem to work.
Can you please help?
Thank you.
Diane Poremsky says
See https://www.slipstick.com/exchange/save-items-shared-mailbox-exchange-server-cmdlet/ - the method here will avoid using a macro if it works in your situation.
RGD says
thank you, Diane. This would not work as I do not have access to the admin tab.. and in any case, I need the macro to copy the sent email to the current folder I am replying from.
Mark says
Hello Diane,
I recently set up Outlook 2016 to handle my Gmail account. This led to my having an assortment of folders to manage, amongst them 'Sent Items' and 'Sent'. Since I had virtually nothing in the 'Sent Items' folder, I deleted it completely and made 'Sent' my default folder for all the mail sent from my computer. I have since discovered that 'Sent Items' is actually the default Outlook folder for mail that I've sent, while the 'Sent' folder is a legacy of Gmail.
Nothing wrong with that. Except for the fact that I have since set up rules so that some mail I send goes into specially created folders while other mail is simply saved in the 'Sent' folder. But a copy of the mail that goes into the specially created folders is also ending up in the 'Sent' folder.
I want to stop this from happening, but if I go into options, under 'Mail'-->'Save Messages', there is only 'Save copies of messages in the 'Sent Items' folder, and this particular folder no longer exists on my computer. (It's not in the Deleted Items folder, as I had also deleted this!!)
I've tried using Remo software (trial version) to recover the deleted 'Sent Items' folder (and also the 'Deleted Items' folder), but no luck. And running 'repairs' of Microsoft Office via Programs in the Control Panel has similarly yielded no results. I've even tried creating a new folder and naming it 'Sent Items', but copies of newly sent email do not end up there.
Do you have any suggestions as to how I can stop copies of email that goes into my specially created folders from going into the 'Sent' folder as well?
Mark
Diane Poremsky says
The problem isn't Outlook, its gmail.
>> But a copy of the mail that goes into the specially created folders is also ending up in the 'Sent' folder.
This is because gmail saves a copy all messages sent. When you set up the account using auto account setup, outlook automatically disables the option to save sent items (in Account settings, more settings), otherwise, it creates duplicates.
You cant stop gmail from saving the messages when you use their smtp server.
Mark says
You cant stop gmail from saving the messages when you use their smtp server.
Diane Poremsky says
>> if Outlook disables the option to save sent items, why am I finding copies in my 'Sent' folder?
Gmail.com saved the messages you have in the Sent folder, independent of outlook or outlook's settings.
Mark says
Thanks Diane.
Yes, I get that it's all gmail's fault. What I really want to know is if it is possibile to set up a rule on Outlook so that the messages saved in the Gmail 'Sent' folder are not stored/visible in my Outlook 'Sent' folder.
Diane Poremsky says
Yes, but not using rules... you'd need to use a macro to watch the folder and move the messages. Outlook's rules can move a sent copy to another folder, but it won't prevent gmail from saving a copy too.
Mark says
Can you run me through creating such a macro? I have never used them before for Outlook.
Diane Poremsky says
i have some samples - the last one at https://www.slipstick.com/outlook/rules/mark-items-read/ comes close to what you need, but you'll probably need to change the set items line (you'll also need the getfolderpath function)
Set Items = GetFolderPath("alias@gmail.com\[Gmail]\Sent Mail").Items
the set movepat line will use the past name and path to the folder you are moving it to
Larry Diamond says
O365 – OUTLOOK 2016 – JULY 28, 2017
I WANT TO DO THE FOLLOWING:
When I send an email with attachment(s) I want to keep track of these attachments that I send to a particular contact.
For example:
SEND AN EMAIL TO = Helen Diamond (HD@gmail.com)
WITH FOLLOWING ATTACHMENTS:
a word document: GRAPHICS OF MY PRODUCT
a jpg: PHOTO OF MY PRODUCT
a Excel file: SPREADSHEET RE SALES
I want to save these attachments in the Helen Diamond profile in Contacts by date so I can see what attachments I have sent her in all emails I send her and not repeat sending these files again!
Diane Poremsky says
you want to add this to Helen's contact? while it is possible - you'd need to do a look up in contacts by address - but if its someone you send a lot of messages to, the contact could become large and easily corrupted. in this case, it would be better to save the files in a folder named Helen on your hard drive (or onedrive). (sorry I missed this earlier)
Dario says
Hi Diane,
i have o365 with 1 mailbox and 2 user at different working times. They use 2 pc with office 2016 installed and perfectly synchronized.
I want use a subfolder of "sent items2 for each worker. With rules that is possible but when i activate the flag on a pc and disactivate the flag of the other rule this modify is replicated on the second pc (and this is exactly wrong).
What i have to do? thank you
Diane Poremsky says
Sorry I missed this previously. Because each uses their own pc, i would use use a macro to set the folder to save sent items in.
This is a sample of a macro that sets the folder the message is saved to as it's sent - the folder is a subfolder of the sent items folder but that could be changed.
Private Sub Application_ItemSend(ByVal Item As Object)
Dim objNS As NameSpace
Dim objFolder As MAPIFolder
Set objNS = Application.GetNamespace("MAPI")
Set objFolder = objNS.GetDefaultFolder(olFolderSentMail).Folders("Diane")
Set Item.SaveSentMessageFolder = objFolder
Set objFolder = Nothing
Set objNS = Nothing
End Sub
Tony Edwards says
We have a user that has combined his work email and personal email into a local data file on his machine - we have recently moved away from GSuite to Office 365 and are experiencing an issue where the sent items have now been moved into the data file - the user cannot see them on his mobile devices. Are you able to suggest how to get these copied back into the 365 sent items and marked as read (user is on Outlook 2010)?
Diane Poremsky says
Did you import into a pst file? All you need to do is import the pst into the Exchange mailbox. If they are marked read in the pst, they will be in the mailbox too - if not, right click on the folder and choose Mark all as read.
Ty Griffin says
Hi Diane--
I have a question/problem which I'm hoping you can solve, plus some info that may be help to you and your readers.
1. Info: I am trying to use a "send and file" function in Outlook, which I found in the product you mention "QuickFile." I'm sorry (mostly for me!) to report that the SendAndFile function DOES NOT WORK with the combination of Office 365 and IMAP. Plus, the developers/sellers of QuickFile ("Standss.com") don't respond to requests for help/clarification. So please amend your comment about QuickFile to reflex this reality.
2. When QuickFile's "SendAndFile" works, it's great. You hit "send" and a smart dialog box pops up asking you where to file the existing message after it is sent. It's very nice, but doesn't work. So my question for you is: do you know of any other way to get that functionality--given Office 365 and IMAP?
Thanks for whatever help or comments you can provide.
Diane Poremsky says
You can use a macro to send and file - see http://www.outlookcode.com/article.aspx?id=48 and http://www.outlookcode.com/d/code/setsavefolder.htm for code samples. the advantage of an addin is that it can remember the folders you used, the macro won't.
Appy says
Hi Diane
I have used the option "when replying to a message that is not in the inbox, save the reply in the same folder". but the messages that are being saved are not displaying recipients name in that folder. I have reset view after reading one of your comments in this bloog, but the problem still persists. please help
Diane Poremsky says
Did you add the To field to the view? Oh. I wonder if it's something goofy with gmail. I'll check it here.
Martijn van der Kroon says
I used the VBA to display a dialog in Outlook 2013 and it worked perfectly. I just changed to office 365 / outlook 2016 and now it doesn't work anymore. What do I need to do?
Diane Poremsky says
First guess is macro security settings - make sure they are set to none. If you are signing the macro, remove the digital signature and add it back (remove it on the Tools > digital signature dialog)
Luke says
Hello - it seems that the sample code on this website for displaying a dialogue box of folders in order to select which folder to place sent items no longer works in Outlook 2016. Has anyone updated or developed this essential functionality for Outlook 2016? I'm still baffled that Microsoft does not make this a native option.
Diane Poremsky says
It should work. Any error message? comment out any error handling so it shows you were it errors. Do any macros work? If none work, could be macro security.
Krista says
Help!
I had previously added a folder under "Save Sent Item To" in order to save a copy of emails that contained a BCC recipient (as this information is still never saved in the regular Sent folder and cannot be otherwise found). My question is, HOW do I edit this list? I would like the change the folder I'm using for that purpose - so I added the new folder but I cannot figure out how to REMOVE or EDIT the existing folders displayed in the list .
I tried deleting the actual original folder. But it still showed up in the "Save Sent Item To" list (and also received a copy of the email (while inside the "Deleted" folder!) if you chose the original one from the list by mistake.) The only thing I could do was PERMANENTLY delete the original folder from the "Deleted" folder - before the folder would no longer appear in the list. Problem is, I don't want to delete the original folder - I just want to remove it from the list of choices in "Save Sent Item To".
Would truly appreciate your help.
Diane Poremsky says
You need to delete a key from the registry. See https://www.slipstick.com/outlook/clearing-outlooks-most-recently-used-mru-lists/ for the key.
BTW, outlook will show the BCC field in the sent folder - but it depends on the account type.
Krista says
Thanks for the reply. (I wonder why I never got notified of it?)
I'll consider your workaround when I gather enough courage and brains to edit the registry. Surely Registry editing is a ridiculous way of making this type of change? Do they listen to you and take feedback about this from you?
As for the BCC issue, I welcome your input. I don't quite understand "account type". I have 5 email addresses all set up in OL2013 as IMAP. When I use one of my 3 Gmail accounts, I can see the BCC recipients displayed in the copy of the email in the Sent Mail folder. However the other two (a Hotmail and a Sympatico one (which also uses Outlook.com as it's platform), will never show BCC when sent via OL2013. Fascinatingly, if I use the web-based mail (ie using outlook.com) to send the message from either of these 2, OL2013 will show the BCC recipients in the copy of the email that gets sync'd to the Sent folder. But if send from OL2013, the BCC list will never show (not in the email nor in the email headers, trust me!). But if I also "Save Sent Item To" a different folder, (leading to my question to you), I then can see it there. But never in the Sent folder proper.
I would LOVE your help with that.
Diane Poremsky says
sorry i missed this earlier. I got way behind after taking a vacation.
>> Surely Registry editing is a ridiculous way of making this type of change? Do they listen to you and take feedback about this from you?
It's not a ridiculous way to change the path. Part of the problem is avoiding an overwhelming number of options - they make the problem look more complicated. My favorite non-outlook email client, eM, has a ridiculous options dialog. My eye glaze over looking at it. This is not something that a lot of people what to change, so they didn't expose it in the UI. Yes, they listen and take feedback from me, but they don't always do what i ask. :)
Account type is iamp, pop3, exchange server, and outlook connector or activesync. Gmail tends not to show BCC - i forget if the old outlook.com displayed it for me, but with the move to the new server, it should. I'll check it.
Sandy says
Hi Diane I am using gmail through outlook 2016. While using an accounting program Sage 50 to email invoices to customers , the email does not show as being sent in my sent box. Other emails sent within outlook do show in the sent box. Any suggestion?
Diane Poremsky says
It's being sent through the gmail account? Gmail should be saving a copy - it saves everything sent through it's server. Log into gmail and verify if they re in the sent folder and not syncing down. You could change outlook's setting to save sent items (account settings, double click on gmail, then more settings, advanced tab) but that will give you duplicates of all sent messages.
Keith Petersen says
Hello Diane,
I am using Office 365 and viewing e-mails as conversations. When a new e-mail comes into the inbox as part of an existing conversation, I was wondering if there was a quick "file" button that could be selected to move the e-mail to the folder containing the rest of the conversation.
I see the options to "Quick Step / Move to Folder", but these only give options for recently used folders. I would think that since Outlook is able to see the rest of the conversations, that it would also know the folders the e-mails are in and there would be a quick button to "send it the same folder".
Wondering if you are aware of anything.... Thank you for your time and consideration regarding this post.
Best regards,
Keith
Diane Poremsky says
you'll need one of the utilities in the tools section to make this easier - if you use outlook.com or exchange online, there are the new office addins that can do this. But there is no way to do it within outlook, other than the move to folder button or drag it to the correct folder.
Aaron Brogan says
I am using Outlook.com and can't even find the setting to save a copy of my sent mail. A snapshop of my options (Gear, Options) is here:
https://www.x-tremeteam.com/images/MailSettings.jpg
It's not in the settings I can edit for the POP account, either.
Diane Poremsky says
If you are using the web interface, all sent mail should be saved automatically - in the sent items folder. This can't be changed.
Chris says
Hi Diane~
I am trying to set the default sent email folder to the inbox for the Office 365 web client. I do not see a way to do this. Any suggestions?
Diane Poremsky says
You can't set the inbox as the default folder to use for sent items. If you use conversation view, sent items will be in the threads with the original and replies.
JWRebel says
I want to save any messages I send saved to the folder that I'm in when I start composing it. This is unfortunately not possible. To my mind putting stuff in a Sent folder is an awkward artifice that carries the pop email metaphor way too far. Sending and Receiving are not two different things, like getting mail and walking outside to post it.
Also, it would be much more natural to have the TO/From recipient in the same column, with a different colour to see the difference. Splitting up conversations between getting and sending email is taking the metaphor too literally. Before having to use Outlook I used to use a client that did both of these things effortlessly. I have lists of other things that I would like different in Outlook, all of them should be a matter of configuration to my mind in such a premier program.
Mike says
Diane, I have a 365 account and use outlook 2016 on my PC, I have clicked 'when replying to a message that is not in the inbox, save the reply in the same folder', however, messages are still being saved to ONLY sent items folder. Is MS working on a fix for this ?
Diane Poremsky says
This is an exchange account or Outlook.com? If outlook.com, this feature doesn't work with ActiveSync accounts. After your account is migrated to the new server and you add it as an Exchange account, the feature will work. More info: [post2post id="53457"]
Trevor Gartner says
Diane, I have Office 2016 installed and i think this ability has been removed. UGH!. Can you confirm? Is there a registry edit that ca make this happen? Please advise as its killing me.
Diane Poremsky says
It's still there. But it won't work with Outlook.com EAS.
Anthony Walker says
64 bit - however, I found the source of the problem, I'd neglected to add the DelegateSentItemsStyle DWORD in the registry. Once I did that, the VBA worked fine (didn't need to test Tagwolf as the VBA is all I need).
Anthony Walker says
The send-and-file VBA code which works perfectly on Outlook 2013 does not seem to work on Outlook 2016 Preview. I've also been unable to get Tagwolf to work on Outlook 2016 Preview. ANy ideas?
Diane Poremsky says
Are you using 32 or 64bit Office? I don't know about tagwolf, but if it supports 2013, it should work with 2016... the macro should work too. What is the macro security set to?
Caperana says
Hi,
do you know how to make the "save sent items to" mandatory? I've seen some persons in my office that each time they send an email it apears that dialog box so you are forced to save the sent items somewere.
thanks
Paul Belton says
Did the question below of how to delete folders in the Options/Save Sent Item To question get answered - I'm stuggling with this and folder list has become an annoyance!
"Diane, I found the 'rules' system tedious for my type of filing. Since your Tip for Dec 20 I've been using the Save Sent Item option.The list in the drop down menu is growing alarmingly. How can I delete the little used folders from this menu? And, is there a manner in which I can re-arrange them, at least?"
Diane Poremsky says
No, you can't rearrange them - you can delete them but need to delete all of them from the MRU by editing the registry. See
https://www.slipstick.com/outlook/clearing-outlooks-most-recently-used-mru-lists/#profile for the registry key.
JP says
There's an easier way than setting mail rules. I customize my quick access toolbar to include a button for sending and filing to whatever folder you want. To do this, use the drop down arrow to “Customize Quick Access Toolbar” > select “More Commands”.. Select “Choose Commands from” > “All Commands”. Search for the "Save Sent Item To" button and add it to your toolbar. Now, when you send an email, you can select the new icon in your quick access toolbar and ‘send and file to’ whatever folder you want. In most cases, I send and file to INBOX. You can also select another folder. The most commonly used folders will stay at the top for easy access. Once you select this, you will still have the option to do it again and set it to file to another folder (i.e. if you selected the wrong folder), and it won’t do anything until you actually press the “send” button. The sent note will now show in your inbox or your other selected destination folder.
akasper says
Hi Diane,
is there a way for me to set up a rule where if the recipient doesn't reply by a certain time, the sent email goes to a certain folder?
this is the easiest way for me to be on top of what I still have not completed. until now I have to manually go to the sent box and drop it into my "waiting on" folder. therefore if there is a way to have outlook automatically place any unanswered emails by the next day, into a specific folder it would simplify a lot of things.
Thanks
Diane Poremsky says
You'd need to use a script as a rule alone won't cut it. I have a script which looks for a match and triggers a reminder if one is not found, so it could be doable in the same manner, moving the message instead of cancelling a task. https://www.slipstick.com/outlook/rules/run-script-rule-watch-updates/
Annabel says
No. Haven't touched that either.
Annabel says
Diane, my company uses gmail and most of us work through Outlook instead of directly on Gmail. Yesterday all my sent items over the past 3 years started appearing in my outlook sent items folder even though I had moved majority of them into sub folders or deleted. I haven't made any changes to my settings. I usually only have items I am still working on in my sent items hence moving them into a subfolder of the inbox once completed. Any ideas?
Diane Poremsky says
Did you remove labels in the gmail interface?
Jason Lecker says
Diane,
I'm using Outlook 2003. At my company, we use public folders hosted on a server to organize emails based on the project the email pertains to. Each project has its own folder, so we've ended up with hundreds of these different folders. The folders themselves are organized by year and named with the following convention: 2XXYYY, where XX is the last two digits of the year and YYY is the number of the overall project for that year (e.g. 212005 would be the fifth project we worked on in 2012).
In order to better track project emails, I've started including the project number in the subject line when I send out emails. That way, when it comes time to file the emails, I can just search for the project number and move everything it finds into the proper folder. However, with so many projects, this is still a pretty manually-intensive task. I was wondering, do you think there's a way to automate this for my outgoing mail?
What I have in mind is some sort of macro or script that searches the subject line of sent mail for a six-digit number, say 212005, and automatically files a copy in the proper folder. The sequence of events would look something like this:
--I send email with subject line like "Response to inquiry (proj. # 212005)"
--Script recognizes "212005" as a project number
--"212" means project folder is in Public Folders -> Project Emails -> 2012
--Script finds folder starting with "212005", copies email into it
Although I'm sure such a script would be technically possible, do you think it would be prohibitively complicated to actually create? I know I am able to create a rule to do this, but once again, it would have to be on a project-by-project basis.
Sorry for the wall of text, and thank you for your time!
Keith says
Diane:
I am using office 2007 and using the save sent item option to directly save the email in my folder of choice. The problem is every time I select a different folder it keeps growing the list. I am at 5, but with time it could be 100. I am not using it till I can figure out how to remove previously chosen folders. Do you know how to do this and/or do you know the max it will put in this list?
Diane Poremsky says
The list will go to 10, maybe 15 - then old folders will drop off leaving just the most recently used folders. You can delete a value from the registry to clear the field.
HKEY_CURRENT_USER\Software\Microsoft\Windows NT\CurrentVersion\Windows Messaging Subsystem\Profiles\profile\0a0d020000000000c000000000000046
Save Sent Items folder list: 101f0449
More information is at https://www.slipstick.com/outlook/clearing-outlooks-most-recently-used-mru-lists/
Gary says
When did finding your "sent Items" become such a mystery. I just started using outlook 2010 for my email a week ago and this seems a lot harder.
Diane Poremsky says
It's usually not a problem, unless you use IMAP - then you have choices, which may be different choices than you had before.
Robert Moore says
I went into the Outlook 2003 Mail Options and the section you've highlighted with the red frame just doesn't exist!
This Outlook has 2 accounts with 2 different sets of incoming/outgoing servers (comcast, GoDaddy). The comcast account was set up first and is the default account.
Email from the godaddy-based account goes to the Sent folder under the comcast account. Incoming email does go to the correct accounts, at least.
Diane Poremsky says
Is the GoDaddy account an IMAP account?
Roy Colbran says
I can't get the list of e-mails in my Sent Folder to show either "To" or "Subject". It did show "from" which was useless as it was always me until I eliminated that. I know there are ways of grouping them but they don't achieve what I want. I just want them all in date order as they were under Outlook Express but showing "to" and Subject but this seems impossible
Diane Poremsky says
If the To field is not showing in the Sent folder, reset the view.
Karl Russell says
Hi Diane, thanks for the quick response. Either I am missing the point here or it is no quicker than what I do now.
Currently:
1. Email enquiry comes into my inbox
2. I press 'Forward' then type in the correct salesmen's name (address)
3. I send the email to them without needing to type anything myself
4. I go to the email in my inbox and drag and drop into an enquiries folder
How can I make this more automatic? i.e. once I have replied/forwarded a message it disappears from my inbox straight into the enquiries folder. Not before I have forwarded it and not the sent message, although thinking about it the sent message would be fine. Would still mean me deleting the original though which is as much effort as moving it.
No worries if it cannot be done. I just thought it would and that I would not be the first to want this function.
Diane Poremsky says
You can save the drag step by using Quick Steps (or a macro). If you want to make multiple quick steps (or macros) you can make one for each salesman which would save the addressing part & send part too.
Instead of hit forward, address message, hit send, drag original to new folder, you'd hit the quickstep (or macro button).
Karl Russell says
Hi Diane, this worked great thank you. Saved me lots of time and allowed me to track emails I was not tracking before.
However, I have another query. We receive enquiries from our website in an email form and they always contain the same subject line. When received I need to send them on to the correct salesman and then file the original email (not sent item) in the same folder each time. Basically, a folder containing all web enquiries.
How would you go about this? I dont want it to auto send upon receiving because I may miss them and forget to send on. I need it to go in there once I have forwarded it on.
Thanks,
Diane Poremsky says
Do you use 2010 or 2013? If so, you can use Quick Steps to open a message for forwarding (leave the To field blank in the QS), mark as read, move it. That would be the easiest IMHO. If you use an older version, you can do the same with a macro.
Nakadaca says
It seems the fix to get the code to run was to check the "Apply macro security settings to installed add-ins" box under Trust Center > Macro Settings > Add-Ins. Thanks so much for your assistance with this!
Diane Poremsky says
Weird. It should have worked as long as macro security was set to allow it. Oh well, Outlook is sometimes weird. :)
Nakadaca says
Hi Diane, Thanks for the response. I should have been more specific. The code/script I've been using is the exact one linked in your blog post on OutlookCode com.
Diane Poremsky says
Are you getting an error message? Is macro security set to low if the macro is not signed?
This one works just fine - http://www.outlookcode.com/article.aspx?id=48 the almost identical code at http://www.outlookcode.com/d/code/setsavefolder.htm always works for me.
Nakadaca says
Hi Diane, I have successfully used the VBA script option for years with Outlook 2003. I was recently upgraded to Outlook 2010 and the script no longer works. What, if any, are the necessary code edits to the VBA script to allow it to function with Outlook 2010?
Diane Poremsky says
Which script were you using? If it uses Application.Session.PickFolder, it should work. The folder picker code here works in 2010 and 2013, but the Inspector code to delete the message does not work.
Fraser says
Diane,
Thanks for the excellent tips and the continued support. Not sure that Outlook has my solution but you have given some more tools to look at.
F
Roberto says
Hello. Please, can you tell me? How I can recover a file:
~backup.pst.tmp
Thanks! & best regards,
Roberto.
Diane Poremsky says
That is just a temp file and is not recoverable. You should have a matching pst file (called backup.pst) that holds your data and would be recoverable/repairable.
RJ says
Diane- I am moving under protest at work from Thunderbird to Outlook 2010. In Tbird, I can save replies with the original even in the Inbox, so I can move the whole conversation together to the appropriate folder. Is there ANY way to save replies TO the Inbox?
Diane Poremsky says
No, not using native Outlook options. VBA can do it. Are you using Exchange 2010? If so, conversation view works good and displays sent items with the replies. They aren't actually moved to the inbox though. It works with all account types but Exchange 2007 and 2003 don't always do a good job at identifying conversations.
Ros Christopoulos says
Microsoft Outlook 2010 - I am simply trying to save an email to a folder when I have sent it to retain it for my records. Using the 'help' system it advised me to in the options tab click on save sent item to... seemed simple enough so I named a folder and sent my message of now I have no record of it being sent or can't find the folder???? any help appreciated
Diane Poremsky says
Press Ctrl+6 to switch to the folder list. Expand the folders - do you see the folder you created?
Do you know the name you used? The macro at https://www.vboffice.net/en/developers/find-folder-by-name will find the folder.
tommus@kompan.com says
Do you ha any experiences that the save function when you send emails this way doesn't work sometimes. The sent email is not saved in requested folder or even in sent folder. Thank you.
Diane Poremsky says
Are you using an IMAP account? I've seen issues where using rules to move sent mail to an imap folder fails.
Martha Harris says
I think I have tried everything, and I can't get Outlook 2010 to save my sent messages. Any suggestions?
Diane Poremsky says
What type of email account do you have configured in Outlook?
DJ says
Thanks for the prompt response.
With regard to the read/unread issue, what would be ideal would be a rule that would permit items to be moved to a folder some set interval after being read, in the same way that items can be deleted from an e-mail server after x days. As for the Sent items issue, I suppose this falls into the category of "it is what it is." However, it is one of those aspects of Outlook that border on stupefying. In effect, one has to organize one's Sent folder manually.
DJ
DJ says
I am often baffled at the choices made by Microsoft with regard to the options available to users. I would like to use Outlook rules to do two extremely simple things. First, to move certain messages to a folder *after* reading them; and second, to move certain sent messages to a specified folder. While one can set up rules that are almost absurdly esoteric (How many users have ever set up a rule looking for a particular "Form Name," or created a rule exception for particular RSS feeds?), one cannot, so far as I know, set up either of the basic rules I described above. I am aware that incoming mail moved to a particular folder on arrival (as opposed to after reading) will still appear as "unread" in the "Unread Mail" folder; if, however, like 99.9% of Outlook users, you are used to reading your mail in your Inbox first, this is a rather klutzy workaround. Similarly, one could set up a rule to *copy* designated "Sent" items to a specified folder, and then manually delete the messages from the Sent folder later, but that defeats the purpose of having a rule in the first place. Am I missing something here?
DJ
Diane Poremsky says
I don't see the unread folder as a klutzy workaround - it works very well if you get in the habit of using it instead of the inbox. You can even set it as your startup folder so its the first folder you see when you start outlook. The problem with "after reading" rules is that outlook doesn't have a timer and moving a message as soon as its marked read would be worse than not moving it at all. The 'hide read messages' view got a lot of complaints and support calls because messages disappeared - a rule that moved read messages could be just as problematic.
The sent rule is a problem unless you set outlook to not save sent messages and use rules to save all sent messages. Or, if you are replying to mail already in another folder, set outlook to move the replies into the folder with the original.
mostafa says
great article,
When you click the "Save Sent Items To", you have the option to "Use default Folder" or "Do Not Save".
How do you modify these properties through VBA?
Luis says
No, I do not get any prompts/boxes when I open the Visual basic Editor (via Alt+F11).
Luis says
Diane
I have the VBA code to prompt in which folder I want to save the email. However, any time I close Outlook, the script stops working and it only works if I start the VBA editor.
I have the VBA (ThisOutlookSession) digitally signed and I have tried all macro setting (from low to high). In all instances, after I change the settings I do restart outlook and I do check that it has stopped running (using Task manager).
The code never works when I start outlook, but once open VBA, it works until the end of the Outlook session. It will work even if I close the VBA. In a sense, it seems that it dos not activate whatever is in "ThisOutlookSession" until I open VBA.
Any ideas?
Diane Poremsky says
When you open VB Editor do you get the enable macro dialog?
Jake1947 says
Diane, I found the 'rules' system tedious for my type of filing. Since your Tip for Dec 20 I've been using the Save Sent Item option.The list in the drop down menu is growing alarmingly. How can I delete the little used folders from this menu? And, is there a manner in which I can re-arrange them, at least?
Miles Barry says
I use Quickfile from AddIns for Outlook. Quite simply, I can now no longer use Outlook efficiently without it.
Don Ledbetter says
Diane, are you in the process of authoring a book on Outlook, if so when will it be published?
Diane Poremsky says
I was working on one and it was cancelled by the publisher. I need to into self-publishing it or posting the chapters online.
hussein says
Hi,
Thanks for th tip above. I tried to apply it based on Category (assigining a category to my sent message so it will be moved to a specific folder once it s sent). I could not see the Category button on my open new message!
Only when I get into properties of the message (file, properties) I could see an option for categories but this is not the same list of categories I typially use for example for incoming emails!
Hussein
Diane Poremsky says
What version of Outlook? What type of email account? If you have multiple accounts the list of categories could be restricted based on where the message is stored. Otherwise, they should be the same.