Outlook: Is there a way to have a recipient always automatically put in the cc field?

November 14, 2006 4:55 PM

Outlook: Is there a way to have a recipient always automatically put in the cc field?

I'm using Outlook 2003, and sharing multiple mailboxes with multiple people. Apparently this means that items sent from communal mailboxes aren't saved in the 'sent' folder.

What I would like to do is have Outlook automatically cc the address the message is being sent from when sending a message, as I often forget to enter it manually. An additional problem: this is a government network and therefore I most likely will not be allowed to download programs, although if there is one that does this I'd like to hear anyway!

Thanks in advance :)

posted by Lucie to Technology (9 answers total)

Tools->Rules Wizard
New
'Check messages after sending'
(next next yes)
'Forward it to people or distribution list'
then click on "people or distribution list" in the bottom pane to define the recipient(s).
posted by pompomtom at 5:01 PM on November 14, 2006

Hmmm.. actually that might not be flexible enough for you, as you'd have to define the recipient at the start.

Rather than 'next next yes', you should probably make a rule for each sender, and use "with selected properties of documnents or forms", where the 'selected property' is the field "Author" being the relevant sender, and then define the 'to' address specifically for that sender.
posted by pompomtom at 5:08 PM on November 14, 2006

Response by poster: Wow, thanks pompomtom! However, the plot gets thicker, as this does not seem to work - when I have finished inputting the rule as you have instructed, it brings up the following error:

"This rule is a client-only rule, and will only process when Outlook is running"

I click OK (the only option) and test it and it doesn't work. Any ideas? Could this be because multiple people have access to the mailbox? Or has whoever set up the system at my work probably disabled this function? (IT are getting back to me)
posted by Lucie at 5:46 PM on November 14, 2006

not a problem in thunderbird....

tools -> account settings

copies & folders

bcc these email addresses

oh wait, that's bcc, close anyhow.

posted by qbxk at 5:47 PM on November 14, 2006

Response by poster: Unfortunately I'm not able to use Thunderbird, it being a work computer :(
posted by Lucie at 6:01 PM on November 14, 2006

Well, that is annoying.

I'd guess that you may be able to do something with Tools->Forms->Design a form, and then editing the default form for messages, but I can't seem to make it work.

My rules do work when my copy of outlook isn't running, and I also use a mailbox with multiple users, so I could only presume the difference is related to the setup of the Exchange server. Sorry to say, but my next guess would involve calling the desktop support morons helpers.

Anyone else?
posted by pompomtom at 7:02 PM on November 14, 2006

I believe it's referring to the fact that the rule will only operate when you're sending mail through Outlook, as opposed to through Outlook Web Access--it's an Exchange thing. It should still work. Test it out.
posted by disillusioned at 10:49 PM on November 14, 2006

Why not just open the communal mailbox and view the sent items there?
posted by Merdryn at 11:14 AM on November 15, 2006

Response by poster: disillusioned -> I tested it and it didn't work, unfortunately. I tried it with multiple mailboxes, and it didn't even work on my personal mailbox.

Mardryn -> When I send from a communal mailbox it is not saved in the sent items of the communal mailbox, but rather my personal sent items. But what I really want is for it to be sent to the communal inbox, because I need to file the emails and it will save me significant time if I don't have to go into my sent items every time I send an email.

Thanks for all your help so far!
posted by Lucie at 2:17 PM on November 15, 2006