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How to Create a Sent-Mail Rule for an IMAP Account in Outlook for Mac
Question details
The user needs to automatically route or copy sent emails to specific IMAP folders in Outlook for Mac.
- Product
- Microsoft Outlook for Mac
- Device & OS
- macOS
- Scenario
- Organizing sent items for an IMAP account by moving them to dedicated server folders automatically upon sending.
- Observed behavior
- Sent emails remain in the default Sent folder and need to be automatically sorted into specific destination folders on the mail provider's server.
Ensure your IMAP account is fully synchronized in Outlook for Mac and that you have already created the destination folders on the server where you want the sent messages to be moved.
Create an Outgoing Rule Based on the Recipient
Use this method to automatically move emails sent to specific addresses into designated IMAP folders on your Mac.
By setting up an outgoing rule in Outlook for Mac, you can instruct the application to automatically file away emails to certain clients or colleagues as soon as you hit send. Note that this is a client-side rule and will only execute when sending from this specific computer.
Highlight an existing email in your mailbox from the recipient you want to create the outgoing rule for.
Click on 'Rules' from the top ribbon or right-click the selected message and choose 'Rules'.
In the left-hand box of the Rules window, select 'Outgoing'. Ensure you do not select the IMAP option.
Select the plus sign (+) at the bottom of the right-hand box to start creating your new rule.
Under 'When a message is sent', choose 'Any recipient', then select 'contains', and type in the target email address. If you are specifying multiple recipients, select the option indicating that any condition can be met.
Under 'Do the following', select 'Move the item to folder' (or copy). Choose the destination folder which is stored on the provider's server under your IMAP account name, and then click OK to save.
Apply the New Rule to Existing Sent Messages
Run your newly created outgoing rule on emails you have already sent to organize your historical outbox.
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- 1. Download the Installer: Visit the official WPS Office website and download the installation file for your macOS.
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Frequently Asked Questions
Why is the 'Outgoing' rules option missing in my Outlook for Mac?
This can happen if you are using the 'New Outlook for Mac' interface, which handles rules differently and has limited support for local client rules. You may need to revert to the Legacy Outlook version via the Help menu to manage local outgoing client rules for IMAP accounts.
Does this sent-mail rule affect emails sent from my phone or other devices?
No. Outgoing rules created in Outlook for Mac are client-side rules. They will only run when you send an email directly from the Outlook desktop application on that specific Mac.
Can I copy the sent email instead of moving it completely?
Yes. In the 'Do the following' section of the rule setup, you can select 'Copy message' instead of 'Move message'. This will keep the original copy in your default Sent Items folder while sending a duplicate to the designated IMAP folder.
