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Do you love the conversation arrangement introduced in Outlook 2003, but feel like there is something missing? Well there is! By default, the conversation arrangement doesn’t include your contribution to the conversation. With just a few steps, you can configure Outlook to save copies of all outgoing messages in your Inbox to create what I like to call the Ultimate Inbox. Take a look at my Inbox and you’ll see the messages I’ve sent are right alongside incoming messages making the conversations complete. (I use categories extensively too. More on that in a future post.)
Here are the steps to make your own Ultimate Inbox:
Step 1: Open Rules and Alerts and click New Rule…
Step 2: Select “Check messages after sending” and click Next
Step 3: Click Next again if you want ALL outgoing messages to be copied to your Inbox
Step 4: Click Yes on the succeeding dialog box
Step 5: Select the ‘move a copy to the specified folder’ action and choose your Inbox
Here are a couple of things to keep in mind if you decide to start using this rule or a similar rule :
1. This rule is a client-only rule which means it will only work when Outlook is running. If you send mail from Outlook Web Access or your Windows Mobile device, it will not be copied to your Inbox.
2. Outgoing messages copied to the Inbox will appear as unread messages.
3. This rule makes copies of outgoing messages so you’ll end up with two copies, one in your Inbox and another in your Sent-Items folder. If you have a small mailbox quota you should prevent Outlook from keeping a copy of outgoing messages in the Sent-Items folder, clear Save copies of messages in Sent Items folder in the dialog below:
Tools | Options | E-mail Options
4. If you have a lot of folders, click In folders other than the Inbox, save replies with original message in the dialog below, to create the same experience in all folders:
Tools | Options | E-mail Options | Advanced E-mail Options
Now you have the Ultimate Inbox!
Outlook Program Manager
More info on rules:
Quick Rule Creation in Outlook 2010
Outlook Best Practices: RulesOutlook 2010 can save your hide: Creating custom rules (Crabby's Daily Tip)Make the New Year great with a better organized Inbox
I love style used in gmail. I wish outlook would be so lucid one day..
OK, you guys are obviously way ahead of me. I agree with the person that said inboxes should be kept as clean as possible and this is suggesting adding copies of sent email to it. Is there a way of to automatically delete an email in the inbox after it has been sent (with the exception of emails that have attachments)? I tried to make a rule that would do that, but only found ways to make copies to the deleted folder, which leaves the original email in the inbox and defeats the purpose.
In case my last request was a bit confusing, I am rewording it: I agree with the person that said inboxes should be kept as clean as possible and this is suggesting adding copies of sent email to it. Is there a way to automatically delete an email in the inbox after you have replied to it(with the exception of emails that have attachments)? I tried to make a rule that would do that, but only found ways to make copies to the deleted folder, which leaves the original email in the inbox and defeats the purpose.
The instructions don't work as is. I agree with "msapc" 's suggestion. 1. Create a new folder that will be used as your new Inbox.
2. Create a new rule that moves all new mail to that new folder.
3. Enable the option for "In folders other than the Inbox, save replies with original message"
I would agree that instead of rule you can create search folder on exchange mails . However, I'm not clear how the threads were indented? That I can't achiev on my outlook 2007. That would be great if you could provide me what setting would cause to indent. thanks,
I followed the instructions (in OL 2003) and added the Conversation column with Field Chooser. I also got the rules working so my sent messages appear in the Inbox and not in the Sent folder. However how do you get that cool indented tree view of all the messages? I am not seeing an option for this. Thanks... >
Hats off to msapc, who's nailed this in a much better way, which also removes the problem of your inbox being full of unread messages from yourself. There's no way to solve that problem, as you can't apply a rule to mark them as read, because they're just copies, not emails received. msapc said: Actually, it shouws how ugly Outlook rules still are. The better and obviously easier way is just automatically moving ALL incoming messages from Inbox to some other folder (name it "Mailbox") and using the "In folders other than the Inbox, save replies with original message" feature. Voila! How many tricky rules I needed for this? ;) Furthermore, every Outlook time/task mgmt training I encountered first and foremost told the Inbox must be sorted out and emptied before you start actually reading and taking actions on your emails.
When I create a rule to mark sent item as read, it doesn't run unless I run rules manually? set to run after message received
MSPAC's idea (just read) works better. RE: GTD (empty inbox) this grouping is still a great idea. If you have project 'conversations' in a projects folder it is perfect. Another example is a reference e-mail folder. If you as questions in forums and get updates e-mailed, you sometimes want to store the thread for reference.
Is there a way to do the following: When the latest message in a conversation is read mark all previous messages in the conversation as read automatically ? Thank you.
To get the indented behavior, go to View > Arrange By > Conversation.
If an email is sent from microsoft outlook 2003 on behalf of XYZ team (sales team). Then the sent item of only sender is updated and not of the entire group. Is there any way or setting that updates the sent item for all in group even if single user from group send an email. Any suggestions or advice or help is appreciated. Thanks
But there is a problem in using outlook this way. Here is an example.
If you send message with subject "Meeting" and receive replies for that it will become a conversation, so far very good. But If after some days or weeks, you send/receive another email with same subject "Meeting", it will merge the same old conversation with the new one, which is very bad. You got it? How can we avoid that?
with regard to msapc's solution, how do you get your initial sent message to be moved to your new mailbox folder too, if there is no reply to it? and should you check "save a copy of sent item in sent folder"? the guy who came up with the outlook rules code must be quite weird for forgetting such options...
Anyone knows how to move mails sitting in my Inbox to a "Personal Folder" that I create ? Guess my company has a policy of keeping mails in Inbox for ~60 days or so. So I'd like to move mails older than that time frame & move it to a given folder. I'd like the rules wizard or any other feature to do this every day, so I dont lose any of my mails in Inbox. Any ideas ?