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The Sent Items folder offers a handy and automatic way to archive a copy of outgoing messages. In some cases, users want to do more than just copy a message to Sent Items. For example, Exchange Server users might want to copy a message to a public folder so others in the organization can view it. Or, users might want to send a copy of a message to a folder other than Sent Items.
It's easy to send a message to a public folder, provided you've assigned an e-mail address that that folder. If you have, the user only needs to enter the folder's address in the To, Cc, or Bcc fields in the message. Users can't specify an e-mail address for a public folder that they create, but the Exchange Server administrator can do so on the server.
Sending a copy of a message requires a different approach since Outlook folders don't allow for e-mail addresses. Your users can choose one of two approaches: set the options for individual messages to copy them to a folder, or route messages using rules.
To use the former method, start the message and click the Options button on the message form's toolbar. Select the option Save sent message to, then click Browse and select an Outlook folder. This option will override the default Sent Items location. However, note that the user won't get two copies of the message, one in the specified folder and one in the Sent Items folder. Outlook only creates the copy in the specified folder.
The second method requires that the users set up a rule for outgoing messages that fit certain conditions. For example, they might want messages they send to specific people to go into a folder other than Sent Items. Here's an example:
1. In Outlook, choose Tools | Rules Wizard, then click New.
2. Choose Start from a blank rule, select Check messages after sending, and click Next.
3. Set the condition as needed to filter the address, subject, or other information you want to fire the rule. Click Next.
4. Select the action Move a copy to the specified folder, select the folder, and click Next.
5. Add any exceptions if needed and click Finish.
A much less elegant solution is to simply drag a copy of the message from the Sent Items folder to the other folder, but this method isn't automatic. |
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