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.
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 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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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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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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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. |
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
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.
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.
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.