Automatically remove old messages without a certain category

[John Michl]

I'm using Outlook 2007. I use rules to move all e-newsletters to a
certan folder. I'd like to automatically delete all messages older
than say 45 days that I haven't marked with a category called "News to
Save." I think I've got pieces of the puzzle but I'm hoping there's a
better way. Any ideas?

Here's what I'd like to do:

1) As newsletters arrive from certain senders, move them to a
newsletter folder. (No problem here. I've got this covered.)
2) As I read them, mark those I'd like to keep with one of several
categories (let's call one "Keep").
3) Have auto archive (or a rule, if possible), run through the folder
and delete anything older than say 45 days that DOES NOT have the
category of "Keep".

I haven't been able to figure out how to do #3. Issues I've run
into...

Don't know how to create a search folder or autoarchive rule that looks for lack of a category. (I could have my rule in #1 add a category called "News to Delete" and as I read them remove it from messages to keep but this seems a bit odd.)
Don't know how to create a search folder that finds things older than 45 days. I can do "last month" but I don't want to delete items on the first of the month that came in the day before.
Don't know how to autoarchive on a search folder or autoarchive on a message folder using categories in the criteria.

Any suggestions?

 

[Brian Tillman [MVP - Outlook]]

Here's what I'd like to do:

1) As newsletters arrive from certain senders, move them to a
newsletter folder. (No problem here. I've got this covered.)
2) As I read them, mark those I'd like to keep with one of several
categories (let's call one "Keep").
3) Have auto archive (or a rule, if possible), run through the folder
and delete anything older than say 45 days that DOES NOT have the
category of "Keep".

I haven't been able to figure out how to do #3.

Without code you write yourself, I don't think you can accomplish #3. Even
then, I'm not sure it's possible. Autoarchive's only selection criterion is
modified date. It can't check categories. And rules cannot process
messages at any time other than when they arrive, unless you run a rule
manually.

 

[John Michl]

Thanks, Brian. Of course, not what I was hoping to hear. I want to
use VBA as a last resort so that my process can be used as a best
practice in our enterprise and we frown upon custom VBA add-ons by
standard users.

Regarding manually running rules, that would be "ok" but I haven't
figured out how to run rules that acts on messages received "x" days
ago. I can manually set a date each time but that doesn't improve my
productivity. Is there a way to set an "expiry" date with a rule?
Perhaps I could then "turn off" the expiry if I wanted to save it.

- John

 

[Brian Tillman [MVP - Outlook]]

Regarding manually running rules, that would be "ok" but I haven't
figured out how to run rules that acts on messages received "x" days
ago. I can manually set a date each time but that doesn't improve my
productivity. Is there a way to set an "expiry" date with a rule?
Perhaps I could then "turn off" the expiry if I wanted to save it.

Rules can't tell how old a message it, either. Sorry. I wasn't as clear as
I should have been.

At this point, I can't think of a good way with vanilla Outlook to do what
you ask.

 

[Michael Bauer [MVP - Outlook]]

I agree with Brian, you'd have to code all the stuff yourself. That would be
possible.

--
Best regards
Michael Bauer - MVP Outlook

: VBOffice Reporter for Data Analysis & Reporting
: Outlook Categories? Category Manager Is Your Tool
: <http://www.vboffice.net/product.html?pub=6&lang=en>


Am Tue, 21 Oct 2008 09:11:27 -0700 (PDT) schrieb John Michl:

I'm using Outlook 2007. I use rules to move all e-newsletters to a
certan folder. I'd like to automatically delete all messages older
than say 45 days that I haven't marked with a category called "News to
Save." I think I've got pieces of the puzzle but I'm hoping there's a
better way. Any ideas?

Here's what I'd like to do:

1) As newsletters arrive from certain senders, move them to a
newsletter folder. (No problem here. I've got this covered.)
2) As I read them, mark those I'd like to keep with one of several
categories (let's call one "Keep").
3) Have auto archive (or a rule, if possible), run through the folder
and delete anything older than say 45 days that DOES NOT have the
category of "Keep".

I haven't been able to figure out how to do #3. Issues I've run
into...

for lack of a category. (I could have my rule in #1 add a category called
"News to Delete" and as I read them remove it from messages to keep but this
seems a bit odd.)days. I can do "last month" but I don't want to delete items on the first
of the month that came in the day before.message folder using categories in the criteria.