The right way to file Sent Emails (Move vs Copy)

By: standss , Jun 22nd, 2016

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In this article we look at why many professionals who use Outlook prefer to have two copies of Sent Emails (one in a client/project folder and one in the Sent Items folder). We also show you how to configure QuickFile so that it will Send & Copy File the email for you in one step.

Most power users of emails create Project or Client folders inside Outlook and then move their emails inside them. They do this for both received emails and sent emails so that they can see all related emails in one place. But many users treat Inbox and Sent emails slightly differently.

Try QuickFile for Outlook (and organize your emails without interrupting your real work)

How to file Inbox Emails (Move them!!!)

The Inbox acts as a To do List for most people. It makes sense to leave emails in there while they still need your attention.

Once you have finished with an email, you can either delete it or move it to the relevant project/client folder.

That way your Inbox only shows you what you need to work on

How to file Sent Emails (Move or Copy)

There are two schools of thought on what to do with Sent Emails. You could move the original email out of the Sent Items folder to the Project or Client folder but…

We have found that many users prefer to file a copy to the Project/Client folder and leave a copy in the Sent Items too.

Why?

  1. Users frequently need to refer to emails that they sent recently (to clarify things on phone calls etc). They find it easier to quickly look at the Sent Items folder instead of going to a client folder.
  2. Many users fill in their timesheets for billing purposes at the end of the day. They refer to the Sent Items folder to remind themselves of what they worked on (and what they need to bill for)

How to make QuickFile to Send & Copy

The Send&File feature is probably the #1 Reason that our users choose QuickFile.

QuickFile for Outlook prompts you with a prompt similar to the following when you click Send on an email.

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QuickFile recommends folders using its own recommendation engine or you can use the Search box to quickly select another folder.

You can also choose to either file the original email or a copy of the email as shown above.

Click Send & File and the email is filed automatically when it is sent.

(You don’t have to go to the Sent Items folder at the end of day to file your emails because they’re done already. No more incomplete client folders!)

How to configure QuickFile to Send & Copy by default

You can use QuickFile’s setting screen so that it selects “Copy of Email” by default.

Go to your Inbox

Click the Standss Outlook Addins tabs on the Outlook ribbon.

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Click More in the QuickFile group and then click Settings.

Select “File a copy of email to folder” for the Send & File dropdown.

Click OK.

Now whenever QuickFile displays the Send & File screen, copy will be select by default. This means that in most cases (because QuickFile normally recommends the correct folder too), you only have to click Send & File.

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