Tip 315: Copy Sent Messages

John asks:

Is it possible to copy out-going emails to outlook mail folders?

This would be very useful as currently I have to file manually from my sent mail.

You have three ways to do this:

1. Using after sending rules – this will make a copy of the message (leaving one in the sent folder) unless you disable the option to always save a copy in sent folder (Tools, Options, Preferences, Email button). An alternative to this is creating the rules as a 'check when they arrive rule' but run it on the sent folder every few days. (Leave it unchecked in Rules wizard, so it doesn't run on new mail.)

Using rules only works if you need to file mail from specific senders or with specific words in the message and can create a fixed rule to handle the conditions.

2. Using the option to store sent items with the original if it's not in the inbox (under the Advanced button on the Tools, Options, Preferences, Email button screen)

3. On the options button as you compose new mail you can select the folder to move the sent item to. It's not as convenient as the other options, but allows you to file messages that don't meet predefined conditions or when the original is in the Inbox.

If you prefer to choose the folder as you send the message, you can use VBA to pop up a dialog when the message is sent. See //www.outlookcode.com/d/code/setsavefolder.htm for the necessary code.

Published November 14, 2005. Last updated on June 7, 2021.