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 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.
Outlook 2007, Outlook 2010, and Outlook 2013
In Outlook 2007, 2010, or 2013, you can select a different Sent folder using the Save Sent Item to Command on the Options ribbon.
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 out of the Inbox, you can configure Outlook (all versions) to save replies with the original.
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.
In older versions of Outlook, go to Tools, Options, Email options, Advanced Email options button.
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 |
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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. |
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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. |
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. Supports Outlook 2003, 2007, 2010, 2013. Now supports Windows 10 and Outlook 2016 / Office 365. Version 10. |
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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. |
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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. |
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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. |
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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. |
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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. |
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83 Comments on "Choosing the Folder to Save a Sent Message In"
So please amend your comment about QuickFile to reflex this reality
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)?
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.
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.
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
Did you add the To field to the view? Oh. I wonder if it's something goofy with gmail. I'll check it here.
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?
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)
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.
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.
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.
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?
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.