Software

Tip: Save Sent Messages in Personal Folders


When you reply to an e-mail, Outlook stores a copy of that message in the Sent folder by default. My Sent folder has hundreds of messages, and trying to find an odd message here and there is a real pain. Then, I discovered an alternative to the everything-but-the-kitchen-sink Sent folder. I just had to flip a switch!

Simply select a personal folder and send a message and Outlook will save the sent message in the selected folder, not the Sent folder. That means you can keep related messages, but received and sent, together.

It’s a great feature, I’m only sorry it took me so long to find it! To set this option to the following:

  1. Choose Options from the Tools menu.
  2. On the Preferences tab, click E-mail Options in the E-mail section.
  3. Click Advanced E-mail options at the bottom of the Message Handling section.
  4. In the Save Messages section, check the In Folders Other Than The Inbox, Save Replies With The Original Message option.
  5. Then, click OK three times. No, three clicks won’t take you home again, but it will help you organize your mail!

Now, you know there has to be one small gotcha. Outlook applies this setting to all personal folders, which might not be what you want. It’s an all or nothing solution. You can’t choose individual folders for this feature. However, Outlook continues to save all messages sent from the Inbox in the Sent folder—that might help you out a bit. Personally, I’d never go back to the default of saving everything in the Sent folder.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

10 comments
muzubair
muzubair

Hello All, Hope you are doing fine! Can anybody please help me having a backup of the 'Sent Items' folder in Ms Outlook 2003 only, in a way that it could easily be accessed on any other computer just by simply dragging and dropping the exact file onto the MS Outlook 2003 which is installed on any other computer? I shall appreciate if you could get me the complete procedure, exactly what file should i save and from where would I get it as the C: is not accessible and is accessible by the administrator only and the administrator is not available. please reply to my email address as well, i would be a big help... zubair.bhamani@gmail.com I look forward to hear positively from you guys soon.... Thank you in advance for your efforts... regards, Muhammad Zubair Bhamani B.E. (Electronics, UIT [HU] - Karachi), P.E.

Feral
Feral

I use Outlook rules to organize sent messages to recipients I mail to frequently. I have folders for each, and a rule that puts them there after they're sent. As I quote original messages when replying, I always have a copy of that with the reply, and can delete the originals from my inbox.

thamilton
thamilton

This is not suitable for Exchange environments unless it is configured for RPC over HTTP because .PST files arent supported in Exchange.

BALTHOR
BALTHOR

After archiving,in a dated folder,I copy my e-mails in this folder to a CD or a memory stick.(In YAHOO you have to SWITCH BACK.ARCHIVE is in OPTIONS.When you're done you can click"TRY IT NOW" to return to Yahoo Beta.)I keep my ISP e-mail inbox,and sent etc.folders empty.(I delete their contents after saving)The e-mails are saved in tho old OUTLOOK EXPRESS e-mail format.You can cancel out of the OUTLOOK EXPRESS program to view your e-mails.If you have attachments just keep clicking the attachment and it will run.

CharlieSpencer
CharlieSpencer

Posting your address on the Internet exposes you to spammers. If you wish to be able to receive e-mail from other TR members, consider enabling your account to receive peer mails. Click on 'My Workspace' in the upper right, then the Profile tab, then the 'Edit Profile' button. Go to the bottom and click the button beside "Allow other TechRepublic members to contact me." Second, try reposting this using the 'Ask a Question' button. The 'Discussion' forum is for matters of general discussion, not specific problems in search of a solution. On the 'Questions' forum you'll find TR members who specifically seek out problems in need of a solution. You'll find more of those members in 'Questions' than here in 'Discussions'. Now, on to your problem. You want to create a personal folder. Click on File, New, Outlook Data File. Specify that the folder be created on your desktop. This will add a new folder on the left-side pane in Outlook, below your Mailbox. Copy the Sent Item folder (or any other) to the new Personal Folder. Close Outlook and then copy the personal folder to a flash drive. When yo copy it to the second computer, go to File, Open, Outlook Data File.

concernedITpro
concernedITpro

I don't see this in OL2003, are you using OL2007?

ssharkins
ssharkins

After reviewing the stepped instructions, I found a bit missing in step 2 -- I've fixed the actual message and I'm posting the corrected steps below -- I apologize. I hope this solves your problem. I'm looking into the possibility that Exchange might restrict this option -- it doesn't seem likely to me, but I'll get back to you on that. Choose Options from the Tools menu. On the Preferences tab, click E-mail Options in the E-mail section. Click Advanced E-mail options at the bottom of the Message Handling section. In the Save Messages section, check the In Folders Other Than The Inbox, Save Replies With The Original Message option. Then, click OK three times. No, three clicks won?t take you home again, but it will help you organize your mail! Susan H.

charriger
charriger

You just have to select "Advanced options". The 'save in folder other than Sent' is there.

concernedITpro
concernedITpro

I've been all thru the OL2003 email options and the advanced options and it is not there. The only thing I can surmise is, my corporate email team has restricted the use of that feature. I know it's a monday morning, but I think I'm seeing clearly...