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Last modification: August 2013

When Outlook is configured as an IMAP client copies of sent messages are stored, by default, in the Sent Items folder on your computer. If you check your email from more than one place and want to be able to see your sent messages wherever you are, e.g. using Hermes Webmail, then you need to create a rule in Outlook to move sent messages to a sent mail folder on Hermes.

The information in this FAQ covers setting up a rule in Outlook 2003 and Outlook 2002 (XP), and how to prevent a copy going to the local Sent Items.

This technique may work in Outlook 2010/11 and will probably not work with Outlook 2013.

2003

  • Start Outlook and log in to Hermes
  • Select your Inbox under your Hermes account
  • From the menus select ToolsRules and Alerts...
  • Select New Rule...
  • Tick Start from a blank rule and highlight Check messages after sending then select Next
  • In the Which condition(s) do you want to check? window select Next
  • A message will appear asking if the rule should be applied to every message you send, select Yes
  • In the What do you want to do with the message? window
    • Step 1: tick move a copy to the specified folder
    • Step 2: in the Edit the rule description window, select specified and navigate through the list to select the folder you want in your Hermes account (you also have the option to create a new folder)
  • Select OK then Next
  • Select Next again, skipping exceptions, then specify a name for your rule, then select Finish
  • If a message appears specifying that this rule is a client-only rule, and will process only when Outlook is running, select OK
  • Select Apply then OK

2002

  • Start Outlook and log in to Hermes
  • Select your Inbox under your Hermes account
  • From the menus select ToolsRules Wizard...
  • In the Apply changes to this folder: box ensure your Hermes account is displayed
  • Select New...
  • Tick Start from a blank rule
  • Select Check messages after sending then Next
  • In the Which condition(s) do you want to check? window select Next
  • A message will appear asking if the rule should be applied to every message you send, select Yes
  • In the What do you want to do with the message? window
    • Tick move a copy to the specified folder
    • In the Rule description box select specified and navigate through the list to select the folder you want in your Hermes account (you also have the option to create a new folder)
  • Select OK then Next
  • Select Next again, skipping exceptions, then specify a name for your rule
  • Select Finish then OK

Prevent copy going to local Sent Items Folder

If you have set up the rule you may want to stop Outlook automatically copying your sent messages to your local Outlook Sent Items folder as well as the folder on Hermes.

Note: the Sent Items rule can be disabled without warning if there is a network interruption. If local Sent Items is disabled and the rule becomes disabled, no copies of sent mail will be saved.

  • Select ToolsOptions
  • From the Preferences tab select E-mail Options...
  • Uncheck Save copies of messages in the Sent Items folder
  • Select OK
  • Select OK again

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