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In Outlook storing emails sent in a personal folder instead of the "Sent" folder

Posted on 2007-04-10
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Last Modified: 2010-04-08
Hello, in Microsoft Outllok we are running a batch job that sends hundreds of emails out and would like to have them automatically saved in an external folder instead of the "Sent" folder.

Is there a way to do this?  Thanks
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Question by:hpsuser
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Expert Comment

by:couritech
ID: 18884384
Multiple ways to do this - but easiest is based on rules and folders.

In Outlook if you first right click personal folders and create a new folder called OutBatch (or whatever you wish to name this) you can then set up a rule.

Go to Tools in Outlook and choose Rules and Alerts, then select Email Tab - New Rules - Select Move messages sent to a distribution list to a folder - then in the "step two" box (located below step one box) select the link called Specified folder - in the new window select the OutBatch folder as the destination. Apply the rule and then send a batch - after the rule runs your sent mail from the batch will be moved tot he distribution folder called OutBatch.
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Author Comment

by:hpsuser
ID: 18884826
couritech - Thanks, however one issue with that method is we're not using a distribution list in the address book that we can set a rule on, instead we have Excel files that contain the email addresses and attachment names and use VBA to iterate thru these lists and send the emails.  So we wouldn't be able to reference the address book in setting up this rule.

Also, we only want this rule to be in place while the batch job is running, so we don't accidentially move real correspondance to this OutBatch folder.
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by:couritech
ID: 18885488
the following site has some pretty good information - I had only assumed you created a distribution list and used your .csv file and created a batch file to run at a periodic time using the list. My mistake - if you go to http://connectsupport.wsu.edu/Creating%20A%20Distribution%20List.html you';ll see soem detailed info that might help you.

If you haven't done so, I would look at creating a distribution list with the customers you are batching, then pu them in a different folder - and create a rule to send your ditribution lists snt mails over to your batch results file on completion of the run. If it only uses the distribution list as its source, it will never interefere with you missing the getting of your inbox mail items even if received during the batch process.
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couritech earned 500 total points
ID: 18885512
The bonus of a distribution list (if you visit that page) btw is you can import your .csv list into Outlook to be used as your distribution list with little effort.

You can then also create a batch routine if needed that will update your .csv file to come into your distribution list every night before it fires off the e- mail batch - so any new customer update addresses are included in the nightly batch.
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Author Comment

by:hpsuser
ID: 18962213
thanks
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