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Is it possible to set up a rule in Outlook to move certain sent items to a different folder?

Posted on 2015-02-06
Medium Priority
Last Modified: 2015-02-19
A user would like emails he sends to a select few within our organization to go into another folder outside of the sent items box.  We use Office 365, and this user has Outlook 2013.  Is it possible to set up a rule to move the sent items of emails he sends to a few people to go straight into a different folder instead of the sent items box?

The user recalls in the past having a rule set up that worked for this.  

If a rule cannot accomplish this, are there any other methods that can achieve the same result?

Please let me know if you require any additional information.  

Thank you.
Question by:Fveng
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LVL 41

Expert Comment

by:Kyle Abrahams
ID: 40594668
Yes it is possible.  Note you have to go to Manage rules and alert -> then rules -> new Rule.  

Start From a blank rule on messages I send.


Author Comment

ID: 40600912
Thank you for the suggestions.  Kyle, I used the method of starting from a blank rule using the guide your link pointed me to and it accomplished what I needed with some tweaking.  I noticed the sent items to the individual I put into the rule appeared in the new folder as expected, in addition to a copy of it in the sent items folder too.  To address this, I went into the Outlook settings and unchecked "Save copies of messages in the Sent Items folder" under Mail settings.  The issue then, is only the emails I sent to the recipient(s) included in the rule would show up in the new sent items folder I created, and none of the other sent items would appear in the sent items folder because that was disabled in outlook to prevent sent items to the person noted in the rule from going into both the sent items folder and the separate sent items folder.  To address this, I created a new rule starting from a blank rule to put all sent items excluding those going into the new sent items folder to the original sent items folder.  I tested this in Outlook, and it seems to work on my machine.

In summary, I created two rules to accomplish keeping sent items to certain recipients into their own folder, and the rest of the sent items in the original sent items folder.  If there is a better way of going about this, please let me know.  This does work though, but I'm not sure if the method I used over-complicated things by having to create two rules.
LVL 41

Expert Comment

by:Kyle Abrahams
ID: 40606138
If two rules were needed I would have approached it to allow it to be saved in both places . . . and then delete the emails where those individuals were included as the 2nd rule.

I'm surprised there's just not a move option, but I would have said that there's no harm in saving the emails twice.  

Either way though, as long as it's working and you have the desired effects I would say mission accomplished.
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Author Comment

ID: 40608255
Hi Kyle,

I like your idea of allowing the sent items to be saved in both places, and then deleting one using the 2nd rule, but I do not see any delete actions available when I try to set up the rule.

The objective the user wants is for sent items sent to a few individuals to be moved into a private folder as they often contain sensitive material that he doesn't want his mailbox delegates to see, for this reason I have to have the emails sent to the new private folder deleted from the regular sent items folder.

The two rule method I used along with turning off sent items in Outlook settings works well, except all sent items in both folders are marked as unread, and thus will have a (1) or (2), (3) , etc. number next to it indicating all of the unread items.  This is only an annoying issue, everything else works fine.

I wish there was a delete rule (if I'm missing that, please let me know) or a rule to mark sent items read to prevent the (#) beside it, which is just an annoyance and not a serious problem. I see one can load custom rules, I can imagine someone could create custom rules to delete emails and mark them as read.
LVL 41

Accepted Solution

Kyle Abrahams earned 2000 total points
ID: 40612469
I see what you're getting at.  I don't know enough about outlook itself.  The only other thing I saw which may accomplish the same goal is marking it as sensitivity confidential?  

Can you deny his delegates from reading messages of those kinds?

Author Closing Comment

ID: 40619765
Thanks Kyle, I think we have exhausted what is possible in Outlook regarding the rules, and I'll look into the confidential sensitivity levels.

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