MS Outlook 2010:  How can I string 3 emails of the same kind - uniting them to "one" ?

Posted on 2014-07-10
Last Modified: 2014-07-22
I use MSOutlook 2010 - to record incoming Journal Entries.  But - many times - a single-journal entry is accompanied by 3 to 4 emails regarding the same.  So, in reality - just one journal entry email should be there - but, I have anywhere from 3 to 5 emails in my inbox for that "one" journal entry.

How can I consolidate those 3 EMails to just "one" consolidated Email-bunch ?  that which I can perhaps name by the Journal Entry Document Number that our Accounting Software generates upon entry???

Is this possible?   I don't want to use "Categories" - for I will end-up with thousands of unique categories - during the course of a Fiscal Year.

Please give me your thoughts and suggestions.
Thank you.
Question by:R B
    LVL 76

    Expert Comment

    by:David Lee
    Hi, RB.

    The answer depends on what "consolidate" means in this context.  Other than cutting and pasting the contents of two of the messages into the third, or creating a new message and attaching all three of the received messages to it, Outlook doesn't offer a way to combine multiple received messages into a single message.
    LVL 62

    Accepted Solution

    If you want the emails to be grouped in the same way that Gmail does this try grouping by "Conversation"
    In Outlook's Field Chooser (Right click on the list header "Arrange by" > View Settings > Columns and add Conversation to the options displayed)

    Or - depending on version of Outlook  - left click in the same place and look for the option to "Show as Conversations" rather than "Show in Groups".

    Was that what you were looking for?

    Author Comment

    by:R B
    MASQ: This is a great idea!  - Yes this is the concept that I was trying to express.  This will certainly work for me.  But - How do I actually add it?  It's not letting me.  I can see it - but, it does not actually allow me to pick it and bring it into my columns chosen to be present in my Outlook Box :  Conversation as one of them.

    Author Comment

    by:R B
    I figured out how to add it.  Now - Here's my question:  If I chose "yes/no" - how do I actually pick that once that 'user defined' column is displayed?   If I do a "document #" and define it to be number - then - when the column is there in the inbox - how do I go into that line's field and type in the doc # ?
    LVL 62

    Assisted Solution

    by:☠ MASQ ☠
    Not completely sure where you are with "Yes/No", so cheating here a little ...
    This for earlier versions of Outlook

    1) Be sure that your inbox (or folder) is not already arranged in a group (it is often grouped by date by default). To make sure this is off, right click on the header bar, go to Arrange By –> and make sure "Show in Groups" is unchecked.

    2) Right click on the header bar and select Field Chooser. The Field Chooser window appears.

    3) In the Field Chooser window, select Conversation and drag it to your header bar.

    4) Close the Field Chooser window.

    5) Right click on the header bar and select Group by Box.

    6) An area above the header bar will appear that says, “Drag a column header here to group by that column.”

    7) Select the Conversation column header and drag it into that area above the header bar.

    8 ) Your inbox (or folder) is now sorted and grouped by conversation like Gmail.

    Sometimes, when you’re looking for a specific email, you’ll want to sort by “Received” or “From” or “Size”, etc. What do you do then?

    Just drag the Conversation box back to the header and you can sort by any column.
    When you want to group by Conversation again, just drag the Conversation column header back to that area above the header bar (step 7 above).

    As illustrated here

    Author Closing Comment

    by:R B
    Thank you... I will follow-up with another new question.

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