Making an outlook rule for email sent thru a specified account.

Posted on 2005-05-09
Last Modified: 2010-04-08
I have been successful routing all email arriving from a specified POP into a folder by way of a rule.

However I have not been able to do the same for those emails sent thru the specified account to a folder.

In the rules, there is an option to move a "copy" of it but not the original email sent. In effect, two emails are resulting from every one I send.

What am I doing wrong?

Question by:Boruch
    LVL 21

    Expert Comment

    Just to make sure I understand, the rule is working and a copy of the message appears in the folder you want it to.  However a copy of the email also gets saved to the "Sent Items" folder and you don't want that to occur?  If so go to TOOLS->OPTIONS->EMAIL OPTIONS and uncheck the box to save a copy of smessages in the Sent Items folder.

    Author Comment

    yes, you did understand correctly.

    On this machine there is a corporate Outlook on MS Exchange server and those emails should stay in sent.

    However I only want it selectively to move (or not copy) those emails arrving from my personal POP account and move them elsewhere.  

    Perhaps the way to do it is to make a temp sent folder with rules to cover all inbound email paths and just redirect the one I want.

    what do you think?

    The only concern I have is that if the system administrator sees my machine, it may look covoluted.
    LVL 21

    Expert Comment

    Sorry, that's just not going to work.

    The option to save a copy of sent items in the sent items folder does so, there isn't a rule which "deactivates" that option on a message by message basis.  Check it and it saves all messages, uncheck it and it doesn't save any.

    You could set up a rule which copies all messages from the Exchange account to the Sent Items folder, rather than using that check box, but it may not be something the SysAdmin likes.

    You can also setup a rule which permenanty deletes any messages sent by the ISP accounts, but not check it to run normally.  Then just manually run it on the Sent Items folder after sending ISP email.

    You could also consider setting up a seperate profile, without Exchange but with the same PST file and the same ISP email accounts.  Then set Outlook to prompt for the profile to use when starting.  If you want to send email, just close Outlook, reopen it and choose your ISP profile.  This would completely seperate your ISP sent items from the Exchange server, if you need to do that.  Because both profiles share the same PST file you would see your received ISP email in either, and you would see incoming email from your ISP account when logged into your business profile.

    Another option that I use, just because I don't like all the complications and want to keep my personal email completely seperate from my work email, is just to configure Outlook Express for my ISP email instead.  You can have both Outlook and Outlook Express open at the same time, each sending/receiving email from different accounts.

    Author Comment

    Good thoughts. As you said, seperating personal and company emails is the best idea.  I could never know when my machine might be visited by unknown eyes.

    I am told you cannot run two Outlook applications on the same machine because they both write to the same location on the fixed drive and you cannot change it.  I don't want to use Outlook Express.

    Is this true?
    LVL 21

    Accepted Solution

    You are correct that you cannot run two instances of Outlook on the same computer.  While you can run Outlook and Outlook Express simultaneously, if you don't want to use it then that obviously doesn't matter much.  Is there some feature that Outlook provided for your ISP email that Outlook Express doesn't?  There may be other options if there is something specific you are requiring.

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