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  1. #1
    2 Star Lounger
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    Auto store Sent Items in local folder (Outlook 2000 Win2K)

    Our office puts a 50MB storage limit on email on the server. Seems like plenty but fills up fast when receiving/sending attached documents. I usually drag large stuff periodically into local folders. But I just went over the limit and the cause turned out to be the Sent Items folder. Now, I like to keep the sent stuff, so I just dragged it over to a local folder. But it seemed logical to do that automatically. So, I went to set up a rule. AFAICT, I can only make it put a copy in the local folder. A copy also goes in the regular folder. I can, of course, go in and delete them but ... is there a way to tell Outlook to store sent messages in a local folder only?

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Auto store Sent Items in local folder (Outlook 2000 Win2K)

    It's odd. If you View > Options... in the message as you're composing it, you can choose any folder you like. But there doesn't appear to be a way to set a default for this.

    So how about a macro? <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    <pre>Sub SaveInMyFolder()
    Dim msg As MailItem, fldr As MAPIFolder
    ' Some things we don't like in this demo
    If Inspectors.Count = 0 Then Exit Sub
    If ActiveInspector.IsWordMail Then Exit Sub
    ' Assume it is mail, for brevity
    Set msg = ActiveInspector.CurrentItem
    ' Your PST name will vary...
    Set fldr = Outlook.GetNamespace("MAPI").Folders("Personal Folders - " & _
    "My Mail").Folders("Temp")
    Set msg.SaveSentMessageFolder = fldr
    Set fldr = Nothing
    Set msg = Nothing
    End Sub</pre>

    A form or template might work as well for new messages, but this will work for replies and forwards, too.

  3. #3
    2 Star Lounger
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    Re: Auto store Sent Items in local folder (Outlook

    Marvelous! Wonderful! Prime! Incredible! Thank you. Exactly what I needed.

  4. #4
    Uranium Lounger
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    Re: Auto store Sent Items in local folder (Outlook 2000 Win2K)

    Yes, assuming you are on Exchange server and have a local PST file, and can tolerate a couple of inconsistencies noted below. As you were going to, set up the Rule to copy Sent Items to the chosen Local PST Folder. Then (in XP, don't have access to 2000 right now) UNcheck the box in Tools, Options, E-Mail Options, Save Copies of Messages in Sent Items Folder. I run my office Outlook this way all the time; my server limit is 10 MB.

    The Rule you create is a client side Rule, meaning that it only works when your computer is on and Outlook is loaded. So for example if you are using OWA (Internet Accessed Outlook) remotely to send a message, the default behavior to save the item in the Sent folders is maintained, so you won't lose sent messages, but they will not be moved to the chosen Local Folder. There is also another annoyance; if you use the "Send To" dialog in other Office Applications such as Word or Excel, your Rule to copy to a Local Folder will be obeyed, but your sent item will be also be saved, as a duplicate, in the default Send folder. For these reasons, you'll still occasionally need to to clean out your Sent Items default Folder, but there'll be a lot less traffic in it.

    Also, two things other things I do to manage server-side space: archive the calendar for times past (do you really need those 1999 holidays any more?), clean out the server Deleted Items Folder, and if you have installed the Exchange Server Deleted Items Recovery capability, open it once in a while and permanently wipe those items out as well. And as you probably know, Journalling uses a lot of file space, I don't use Journalling at all.
    -John ... I float in liquid gardens
    UTC -7ąDS

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