Generally, the sent emails in Outlook are automatically stored to the Sent Items folder. But, as the number of sent emails keeps increasing, the Sent Items folder becomes a mess. So, it becomes difficult for users to locate the desired messages. Also, some users prefer to keep sent emails at a specific location to track and access them easily.
To avoid such scenarios, it is advisable to move sent items to a specific folder. As most users don’t understand the working process of Outlook completely, it becomes challenging for them to move sent items to a specific folder. So, we are here trying to provide some basic solutions using the Outlook interface to move sent emails in Outlook mailbox to a specific folder automatically in order to perform the data management.
There are two manual methods available within the Outlook that allow you to move sent emails to a specific folder. Here we have described both the methods in detail.
Method 1: Creating a New Rule in MS Outlook
The process of moving sent items to a specific folder can be achieved by creating a new rule in MS Outlook. Follow the below steps to know the process in detail.
Note: In Outlook 2007, click Tools to see Rules and Alerts button.
Note: In Outlook 2007, click Check message after sending.
Note: Users are free to choose the conditions to apply to filter the sent messages.
Note: Selecting Run this rule now on messages already in Sent will automatically move all the sent emails of your specific account to the specified folder.
After clicking Finish, you’ll get back to the Rules and Alerts dialog box. To finish the settings completely, click OK.
Disable the Save Copies of Messages
Even after creating a new rule, a copy of sent emails will be saved in the Sent Items folder which again takes up the space there, but you can clear it yourself by disabling the option. So, you’ll have to disable the Save Copies of messages in the Sent Items folder. Follow the below steps to disable this function:
After disabling Save Copies of Messages, the copy of sent items will not be saved in the Sent Items folder anymore.
Method 2: Selecting Specified Folder while Sending Emails
If you want to save sent email when you’re sending a new message, then you don’t have to create a rule for moving sent emails. It can be done from the New Email window by following the below steps:
Note: This method has to be followed for a single email message every time to save it to a specific folder.
These two methods are suitable for almost every version of Outlook. However, we have performed these methods on Outlook 2016. So, check your version of MS Outlook before using any of these methods. Also the second method cannot be considered completely as an automatic one as user has to specify the folder manually each time. On the other hand, sending Sent Items folder to a specific folder by creating a Rule for it is the automatic way of managing and exporting Sent Items emails to the desired folder.
You can move sent items to a specific folder with the above methods, but they cannot be used to elude Outlook file corruption issues. When an Outlook PST file gets corrupt, all the data of the file including emails, appointments, etc. becomes inaccessible. So, to repair your file, you can use Kernel for Outlook PST Repair tool, that is highly effective in repairing corrupt PST files.