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Moving mail from "Deleted Items" by rule

By shanna ·
Hello,

I'm wondering if anyone has ever been able to create a rule in Outlook 98 or 2000 that would automatically move any items that were deleted from the Primary mailbox deleted items folder and move them into a folder within a "PST" file?

Our company currently employs storage quotas and mandatory cleaning our of the primary mailbox, and the end-user involved wants to retain any "deleted" mail for a number of months before permanently getting rid of them.

Any assistance wold be appreciated.

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Moving mail from "Deleted Items" by rule

by timwalsh In reply to Moving mail from "Deleted ...

Unfortunately, rules are processed only when a message arrives in a mailbox, or when a message is sent. There is no way to initate the processing of a rule based on any other action.

The simple solution to this (in my mind) is to use the DeletedItems folder only for the purpose for which it was designed. Don't delete it unless that is your intention. Don't use the Deleted Items folder as a temporary holding facility. If a particular user wants to save emails for a period of time before deleting them, don't delete them. Move the message to the temporary storage container to begin with. However, since my guess would be that the user in question might be a member of upper management, that might be too much to ask.

What this user wants to do would be the same as throwing mail away in a trashcan at home and then not emptying the trash for several months "just in case" the person wanted to retrieve something he threw away. How much sense would that make?

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Moving mail from "Deleted Items" by rule

by shanna In reply to Moving mail from "Deleted ...

Tim... your answer makes complete sense to me, but you know end-users, right? They rarely make sense! I'll take your commments under advisement, but not sure if I'll forward them on to the user.

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Moving mail from "Deleted Items" by rule

by SyscoKid In reply to Moving mail from "Deleted ...

Why not use autoarchiving? You can set autoarchiving to occur every 30 days by clicking on Tools, Options, Advanced, AutoArchive. Set it to 30 days, point it to a PST file, and then uncheck "permanently remove deleted items".

Then right-click onthe Deleted folder, click on Properties, Autoarchive, clean out items older than 1 day, and point to the PST again.

This will result in all Deleted mails being moved to a folder called Deleted in the PST every 30 days.

You can do the same for any other folder in Outlook.

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Moving mail from "Deleted Items" by rule

by shanna In reply to Moving mail from "Deleted ...

Many thanks for the answer, SyscoKid... I think this is exactly what I'll do.

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Moving mail from "Deleted Items" by rule

by JohnGreer In reply to Moving mail from "Deleted ...

First I would make sure the "Empty the Deleted Items folder upon exiting" is unchecked (in Tools | Options | Other).

Then I would write a VB script to move the items on a scheduled basis or upon Outlook start or stop.

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Moving mail from "Deleted Items" by rule

by shanna In reply to Moving mail from "Deleted ...

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Moving mail from "Deleted Items" by rule

by shanna In reply to Moving mail from "Deleted ...

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