A critical business resource can be formed by saving sent email messages – creating a reliable written record. Maintaining records will not only validate conversations and agreements but also aid you in recalling crucial business information. Additionally, these records can be used to protect your company from legal action in the event of a dispute.
In addition to creating an important record for your business, email messages are also a great way to communicate quickly and effectively with colleagues and customers. Through the use of email, you can send large amounts of information quickly, update multiple recipients at once, and respond quickly to customer requests. Having said this, let’s have a look at how to save Microsoft Outlook emails to easily keep track of data sent and received.
Saving Sent Emails
Outlook offers several options for saving email messages, including archiving, saving as a file and manually dragging emails to another folder.
- Archiving
Outlook allows you to archive your entire mailbox into a .pst file. This creates a single backup of all your emails sent and received in Outlook since the last time you archived it. This is an easy way to keep a full backup of your emails that can be easily accessed in case you need any information or need to refer back to something. When it comes to archiving, it’s important to remember that emails are stored in an unencrypted format and could potentially be accessed by unauthorized users. If you need to store sensitive data, it’s best to encrypt your emails or use another secure method of communication. Additionally, make sure you have a backup of your archived files stored in a safe location for extra security and protection.
2. Save as file
You can save individual emails or entire conversations as files on your hard drive by selecting the message and then clicking File > Save As. This will generate a .msg file containing the entire message, which can be opened using Outlook.
3. Drag and drop
You can move emails to different folders by manually dragging them from your Inbox or Sent folder into a new location. This is a great way to group emails together for easy retrieval later on.
These are just some of the ways you can save your sent emails in Outlook. As you can see, keeping a record of your sent data is important for both personal and business use, so taking the time to save emails can be immensely beneficial down the line.
Save Sent Items to a Specified Folder When Composing
If you want Outlook to automatically save sent emails to a specific folder, you can set up Rules in Outlook. This will allow all sent messages to be saved directly into the designated folder without any extra effort from you.
To do this, open Outlook and go to File > Manage Rules & Alerts. Click New Rule and select Apply rule on messages that should be sent, then click Next. Under Step 1: Select Condition(s), choose the conditions you would like to apply, and then click Next until you reach Step 2: Edit the rule description (click an underlined value).
From here, select Move it to the specified folder and choose your desired folder from the drop-down menu. Once you’ve set up the rule to your liking, click Finish and OK.
Your sent messages will now be saved into the specified folder automatically whenever you send an email. This will allow you to easily refer back to them and keep track of conversations – providing a great resource for both personal and business use.
Not Immune to Corruption or Errors
Unfortunately, like all other computer files, emails can be corrupted or susceptible to errors. That’s why it’s important to save your Outlook emails and make sure you have a backup of any important data. This will help protect your business from any potential data loss that may occur due to file corruption or system errors.
Final Say
Saving Sent Emails can be an invaluable tool for any business that needs to keep a record of communications with clients and customers. Whether you prefer to archive Outlook messages, save them as files, or drag and drop emails to a specific folder – all of these methods provide an easy way to store emails for quick retrieval in the future.
