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How to set rules to organize emails into folders by topic and have sent messages go to those folders as well.

Anonymous
2023-05-17T16:49:24+00:00

I work on many projects. I make email rules so emails with the project name in the title go to a folder for that project. A problem is that when I respond to emails for the project, they don't go to that folder. I can click on the project folder and see the email chain conversation except for my responses. My responses are sitting in my sent mail. I made rules for several projects for my sent mail box to move messages from the sent box to the project folders. The rules don't work. If I make a rule, all the messages with whatever I specify in the subject line will move to a folder I specify, but next time I send a message for the project, it doesn't move. It stays in my sent box. The messages are not automatically categorized like the ones that came to my inbox and automatically moved to a project folder. Please advise if there is a solution to this.

I often come back to a project I haven't worked on in a while and I need to read the email chain in order to get back up to speed. It's a pain to have to switch mailboxes to see how I responded or what questions I asked.

Thanks,

Outlook | Windows | Classic Outlook for Windows | For home

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  1. Anonymous
    2023-05-19T16:22:45+00:00

    Hi Tammy,

    Yes,

    When I get a message about a new project in my inbox, I set the rule like you mentioned.

    When a message arrives with project name in the subject line, move it to a folder with the same project name.

    That part works well. But my sent messages don't end up in that folder.

    I've tried making the same rule on my sent box. When I make the rule, there is a pop-up asking if I want it to apply to messages already in the sent box. I select yes and it works. But then it does not work for subsequent sent messages.

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  2. Anonymous
    2023-05-19T07:41:35+00:00

    Dear Travis Richardson2,

    Thank you for the information you shared.

    • May l confirm if you set this rule on all emails you received?
    • Did you set up rule and apply it on all emails you send?
    • And may l confirm if you reply to the received email by clicking Reply button or start a new email?

    Moreover, for your given concern, it's suggested to create the rules by following the steps below and see if it works:

    Rule 1:

    Rule 2:

    Thanks for your precious time and stay safe and healthy!

    Best Regards,

    Tammy

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  3. Anonymous
    2023-05-18T16:26:32+00:00

    Hi Tammy,

    The rule goes like this:

    For subject lines containing 'abc'

    move the message to folder 'xyz'

    I tried the 'show as conversation view' option and checked a project folder that I have a rule for and sent an email yesterday. My message is not visible in the conversation view. I still have to go to the sent box to see it and manually move it to the project folder if I want it to be there.

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  4. Anonymous
    2023-05-18T08:46:39+00:00

    Dear Travis Richardson2,

    Thanks for reaching out to Microsoft Community.

    Do you mind sharing the details of your rules with us for further analysis? Because based on my tests, if l set rules to move email into folders by topic, and then if l reply to that email, the sent email will appear in that new created folder and sent folder at same time. Meanwhile, l enabled Show as Conversations option. As per the description you shared, l am afraid that your list of rules contains kinds of rules and it will affect tracking, so l would love a chance to fully understand your situation, such as screenshot of all rules you created.

    Looking forward to your response.

    Sincerely,

    Tammy | Microsoft Community Moderator.

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  5. Anonymous
    2023-05-17T21:13:59+00:00

    Dear Travis Richardson2,

    Thank you for posting to Microsoft Community. We are happy to assist you.

    We are looking into your situation, we will update the thread shortly.

    Appreciate your patience and understanding and thank you for your time and cooperation.

    Sincerely,

    Simbarashe | Microsoft Community Moderator

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