Where I work we have a very small storage alottment per our exchange profiles. We are limited to roughly 256 mb (give or take), which you can imagine can and will fill up very quickly. Especially with such high volume of email exchanges nowadays. In order to circumvent the “nasty graham” reminders I setup two client-only outlook rules after a suggestion from a colleague of mine.
I created two folders nested in a backup folder. One called Inbox and the other Sent. Keep in mind that I only check work email on one laptop but I do have a blackberry which the Sent Route Filter does not apply to. So any reponses from my blackberry will be found in the Sent Items folder. So keep that in mind. If you check mail from multiple pcs using the Outlook client (not including the web client) you will have issues with your emails scattered between systems so also be aware of that.
Step 1: Disable saving to Sent Items
Open up Outlook then go to Tools –> Options
In the Options dialog click the E-mail Options… button
Uncheck Save copies of messages in Sent Items folder then click OK
Click OK to close the Options dialog
Step 2: Setup the Rules
Go to Tools –> Rules and Alerts…
Click on the New Rule… button
Select Check messages after sending then click Next
Select on this machine only then click Next
Select move a copy to the specified folder, then click on the specified link in step 2
Select your new destination folder, then click OK
Click Next on the Rules Wizard dialog
Click Next again on the Rules Wizard dialog
Finally specify a name for the rule and click Finish
If you receive this message simply click OK to proceed
Click Ok to close the Rules and Alerts window
Step 3: Test the Rule
Send a message from within Outlook and it should end up in your new destination folder
Now I have walked you through the process of creating a rule that moves all your sent mail to a custom destination folder, its your turn to do it for the inbox. Now create a rule for your inbox following similar procedures from (Step 2) with a slight variation of selecting a different inbox folder and specify a different rule name.