Outlook - save emails automatically

Step-by-step instructions for automatically saving emails with Automatic Email Processor for Microsoft Outlook

Create a new profile

With a click on the button "New profile..." in the toolbar, you create a new profile and open the configuration window. Enter a suitable name for the profile (e.g. Save emails from company Doe) and optionally add a comment, e.g. Archive emails in network folder Project X. You can have the profile highlighted in color in the log list to quickly distinguish between the tasks performed.

Create profile for saving emails

Determine the email folder to be monitored

Now specify an Outlook email folder to be monitored, i.e. one or more folders which receives emails to be saved. To do this, click on "Add..." and then select at least one of the Outlook email folders listed. For example, add the folder "Inbox" to your default email account.

Monitor some Outlook email folders

Set filters

In this category, you can define various filter criteria if required. For example, enter the email address of the sender and part of the subject. Filter terms can be combined with logical AND and OR. If you do not enter a filter term, all incoming messages in the monitored Outlook folder will be saved.

Email filter

Activate task Save Message

Next, click the category Save Message and set the task status to Active.

Activate task Save Message

Specify the file type or format of the emails to be saved

Select the desired format from the drop-down list "Save message as", e.g. Outlook message format (MSG file) or PDF. For some formats, additional options are available, for example, for the Outlook message format, you can specify whether the digital signature should be removed or retained when you save the email. For saving emails as a PDF file, you can specify the page format and orientation here and also whether the message itself or its attachments are to be embedded into the PDF file.

Select file format

Specify storage location

Here you define the storage location where you want matching Outlook emails to be automatically stored. You can also use the properties of the email or an attachment to create the folder structure and include them in the name of the email to be saved. The base directory must not contain any placeholders - enter the fixed part of the path here, e.g. "D:\Data\Invoices". The "Subfolder" field, on the other hand, may use dynamic properties of the email to be saved (e.g. sender's email address). To do this, click Placeholder and select the corresponding menu item.

Here you can also determine the behavior of the program in case a file with the same name already exists. For example, select Append Numbering or Cancel Operation.

Storage location for emails

Email operations (procedure after successful processing)

After an email has been successfully saved, it can be marked as read or forwarded. It is also possible to move the message to an Outlook folder of your choosing. The destination email folder can be automatically created in Outlook from various parts of the email.

Operations after saving emails

Automatic replies

If you wish to inform the sender of an email about a status, you can configure this here. For example, you can have a message sent automatically if other filter criteria match, but expected attachments are missing, or inform the sender that the message has been successfully processed. In the program options you can set whether the default Outlook account or SMTP should be used for sending status messages.

Outlook - automatic reply

Status notifications

Concluding, you can specify in this category whether status messages about processing the respective email (success, error, no match, ...) should be sent to a specific email address. To send the status messages, you can either use the Outlook email account set as the default or any email account for sending via SMTP.

Outlook status report
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