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.
In Outlook 2007 and newer, you can select a different Sent Items folder using the Save Sent Item to Command on the Options ribbon.
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 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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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. |
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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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Email rules sometimes just don't make it and drag & drop system is very poor for sorting emails quickly among various folders. EverFastAccess is an intuitive, smart and ultra-fast note-taking software to boost your productivity and simplify your computer life. |
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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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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. |
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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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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. |
How can I modify the above macro to save to a folder in the inbox?
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")
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!
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.
want to remove folder entries from "Save Sent items to" in outlook 365
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:
Thank you.
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)
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?
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...
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.
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.
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.
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)… Read more »
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.
You cant stop gmail from saving the messages when you use their smtp server.
>> 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.
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.
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.
Can you run me through creating such a macro? I have never used them before for Outlook.
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
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!
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)
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
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