Suggest a Folder when Moving e-mails based on Prior History
In a constant battle to manage our Inbox, It would be great to have Outlook suggest a folder where I will most likely want to file an email based on my history. For example, if I receive a Monthly Revenue report from the same person each month and file it in a folder titled "Financial Reports", Outlook could have that folder highlighted for me when I press CTRL-SHIFT-V (or select the Move drop-down in the Ribbon) so that all I have to do is press ENTER to move that message. Folder suggestions could be made from prior email history and actions taken with emails in the current conversation. This would be a huge time-saver versus the current process of scrolling through the list of folders. Also when viewing an email, make it possible to determine the folder path that the email is in. On the email’s File>Info tab, there is “Current Folder: [folder name]” under “Move item to a different folder” but the folder path is not displayed, just the last folder of the path. Please display the full folder path and make it clickable so the user can quickly jump to that folder. Thanks.
When you have huge numbers of folders, the last 10 used often doesn't include the folder you need. And setting up a rule to automatically move emails in the conversation to the desired folder is not a viable option, because new emails will get lost in the huge number of folders (even if you have your folders set up to show the number of unread emails in them).
So the simplest solution would be for the top 10 "move to" suggestions to simply include folders that other emails in the conversation have previously been moved to.
Or an even better solution would be to provide the ability to automatically move emails in a conversation to a particular folder after they have been read (and after giving notice of where the email is about to go, and also providing the option to prevent the move if desired).
When you search for an email and then while you are in search you select the email and try to put in a certain folder it doesn't work.
so search and then copy email to a folder doesn't work i suggest this feature get enabled as it will boost productivity of employees.
Kyle Hutchison commented
If I've got a conversation that is all in a specific folder, there is a very good chance that a new email coming in will also need to be moved to that folder once I want it out my inbox. Why not suggest to move it to the same folder as the rest of the emails in the conversation?
Move e-mail in Outlook 2016 offers only subfolder names without display the full path. So in case of duplicated subfolder names its not possible to distinguish between subfolders with the same name. E-G:
Archive->project 1->Mr. Smith
Archive->project 2->Mr Smith
Archive->project x->Mr Smith
With the example folder structure above, its not possible to distinguish Mr Smith subfolder.
Andrew Hornsby commented
I use the move to folder menu all the time, and find it a great time saver. However, my most used folders can sometimes disappear from the list if I have recently moved a load of emails to less common locations. It would be great if I could pin my key folders to the top of this list as well as having the most recently used folders below this.
Would also be great if you could configure the number of recent folders displayed so I can take advantage of larger screen size.
I just came from another posting to this one, many thanks for the linkage!! I am sure, that if the 10 folder proposals (right mouse, move) would not be the last 10 folders where I moved mails to, but mail dependend suggestions (e.g. follow up mails from mails that are already sorted into a specific folder, folder name suggestions from the mail adress or mail content etc.) it would highly improve daily work and reduce plenty of hours in sorting mails!
A configuration of the suggestions could also be helpful (e.g. why only 10 folder suggestions and not 20, etc.)
Very important feature!!! Even if a search functionality for folders would give us users more flexibility in sorting our mails.
Add search field for folders when moving items to another folder:
Patrick Bobrukiewicz commented
I just downloaded simplyfile for this very reason.
Even today, with better search options, I still archive in folders, in fact I spend a lot of time in this task. Often several conversations regarding the same topic are working in parallel during days. To archive all items together it’s necessary look for the folder time and time again. I always hope for the day that the system will propose me the suggested folders to move the item with a click in the selected option.
Came on to suggest the same thing. Interestingly if you move mail on your iOS Device it will suggest a folder location based on your past filing history. Would be amazing if I didn't have to resort to my mobile each time.
I would even do it in that way to include last used folder out of the existing index of that particular conversation auto suggestion for list of folders where to move mails / on conversation level
When using the menu option MOVE, Outlook shows the last 10 folders (that I moved messages to), but it shows only their names, which is only useful if I don't have 2 folders with the same name.
If I move a message to "/event 1/hosts" and then another one to "/event 2/hosts", the list (of the last 10 used folders) show 2 "hosts", and I cannot tell them apart from the menu.
You could show the parent folder after the name - "hosts (event 1)" - or a tooltip with the full/partial path.
Agreed! It's shocking that Outlook can't do this, after all these years of development.
Martin Mulder commented
I fully agree, I have my emails in conversation setting, that shows already the folder where the other emails in that chain are stored. It would be ideal to just have that folder listed as the option where the email needs to be archived so I can combine them into the same location. Currently the drop-down box only shows the last 10 used for archiving, adding the folder where the others are stored to that, would reduce my archiving time greatly. If none exist in other folders, the suggestion would help or the last-10 as currently is the case
Patrick Meyer commented
When someone replies to an email, Outlook should be smart enough to know, in which folder the original mail was stored. Please propose this location either in "Quick Steps" or in the Context-Menu of the email.
Lucas Magalhaes commented
It would be nice to move messages based on age (right now you can only use date-range).
I would like to keep messages my inbox while I'm are working them, but then move to appropriate folder when it is a certain age (ie: 3 months) when I might only need it for reference.
Only having date-range means rules need to be constantly updated to achieve that result.
Current retention policy rules only allow for delete, not move or archive.
Please add "Apply this rule when message is "x time" old :-)
I also spend a significant amount to time moving messages from a given conversation to a given folder. Would be great if Outlook was intelligent enough to suggest the folder where I've moved previous messages from that conversation.
Yes, not just historically, but historically with smart context where previous conversation items are stored.
Also add search dialoge when moving.
christophe solver commented
i loose hours every week to do this task, smart folders proposal based on previous mail with the same subject would be great.
a search folder in the move also would be also interesting
I'm a professional Collaboration SME going with the IBM Offerings (Notes/Domino, Wesphere, Connections) since the 90's. Now I'm a converted Office 365 evangelist :-) . Since the late 90's IBM has been able to provide Intelligence in the inbox mgmt for moving mail to folders:
Based on an algorith for the mail data (from, subject, body text) + my rescent actions history it suggested five top plausible folders to move the mail to. This was a single click action. By means of Azures Intelligence Fabric and Cognative power for machine learning, wouldn't this be eaay to fix? I saves huge of time.
This is a addendum to the suggestion from @John Stebbins: https://outlook.uservoice.com/forums/322590-outlook-2016-for-windows/suggestions/13330080-suggest-a-folder-when-moving-e-mails-based-on-prio
Tom Ward commented
Following on from the suggestion above, often filing could utilize the 'conversation' view for suggested moves, which details the location of previous emails in the 'conversation'.