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Outlook: change the folder where sent items are stored

Author: Kelly Last Modified: 2024-07-24

In Outlook, sent email messages are typically saved automatically in the Sent Items folder. However, you might find it more organized or efficient to store these messages in a different folder. This guide will show you simple tricks to change the default Sent Items folder, allowing you to easily redirect your sent emails to alternative folders in Microsoft Outlook.

Change the folder sent items are stored in when you are composing

Change the folder all sent items are stored automatically

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arrow blue right bubbleChange the folder sent items are stored in when you are composing

When you are composing an email message, you can define an alternative folder where this sending email will be stored after sending.

Step 1: Click the Save Sent Item to > Other Folder in the More Options group on the Options tab in the Message Window.

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Step 2: In the Select Folder dialog box, select and highlight a folder in the Folders: box, and click the OK button.

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After you send this email message, its copy will be stored in the folder that you selected in Step 2 automatically.


arrow blue right bubbleChange the folder all sent items are stored automatically

In some cases, you may want to change the defaulted Sent Item folder, and let all sent email messages be stored in a specified folder automatically. We will guide you to realize it by creating a rule in Outlook.

Before you create a rule, you need to shift to the Mail view by clicking the Mail in the Navigation Pane.

Step 1: Open the Rules and Alerts dialog box:

Click the Rules > Manage Rules & Alerts in the Move group on the Home tab.

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Step 2: In the Rules and Alerts dialog box, click the New Rule button on the E-mail Rules tab.

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Step 3: In the Rules Wizard dialog box, select and highlight the Apply rule on messages I send in the Start from a blank rule section, and click the Next button.

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Step 4: In the new Rules Wizard dialog box,

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  1. Check the through the specified account option in the Step 1: select conditions(s) section.
  2. Click the specified in the Step 2: Edit the rule description section.
  3. In the popping-up Account dialog box, select an account in the Account: box and click the OK button.
  4. Click the Next button.

Step 5: In the new Rules Wizard dialog box,

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  1. Check the move a copy to the specified folder option and stop processing more rules option in the Step 1: select action(s) section.
  2. Click specified in the Step 2: Edit the rule description section.
  3. In the Rules and Alerts dialog box, select a folder, and click the OK button.
  4. Click the Next button.

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Step 6: Continue to click the Next buttons and Finish button in the following dialog boxes.

From now on all sent email messages will be saved to the folder you configured in Step 5 automatically.


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Comments (14)
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This comment was minimized by the moderator on the site
These instructions don't work, at least on Outlook 365.
Note carefully, the rule says, "Move a COPY to the folder..." It says nothing about not storing the original of the mail in the same place it has always done so.
This "feature" of Outlook is filling up the mail accounts of people who don't have unlimited (e.g., Google) mail storage at their server, as it continues to store all sent mail at the server instead of locally on the machine.
This comment was minimized by the moderator on the site
I came across this issue yesterday. Windows 10, Outlook 2016 (16.0.11929.20234) 32-bit, on-premises Exchange 2010, no Cached Exchange Mode, with an image used in the signature. Removing the signature allowed emails to send, but with the signature included we saw “Cannot send this item”.

Another confirmation here that turning on Cached Exchange Mode fixed it.

Glad I spotted this thread!
This comment was minimized by the moderator on the site
I have two inboxes that I use in Outlook 2016. One is my personal account and the other is a shared secondary inbox. I tried to change where the sent messages are being saved into the "Sent Items" folder of the shared secondary inbox. I followed the step by step exactly for the "Change The Folder Sent Items Are Stored In When You Are Composing" - but all it does is show up in my "Outbox" of my personal inbox instead and not the "Sent Items" folder of the secondary inbox which I selected. Anybody have any idea why this might be happening or why it won't work?
This comment was minimized by the moderator on the site
You have no idea how grateful I am for this...after talking with one technician after another, after asking BlueHost for help and of course, getting nothing from Microsoft except that I have to pay for their 'help', this works, even on Outlook 2016.
This comment was minimized by the moderator on the site
Now only if this would also pull emails sent via my iPhone with my account. Those items show up in the default sent items, but I cannot get it copy those over as well. Damn corporate not allowing me to change the retention policy on any default folders.
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