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Old 07-20-2021, 03:17 PM
mmcknight4 mmcknight4 is offline How to Mark Messages in Real Time for Multiple Users of an Email Address Windows 10 How to Mark Messages in Real Time for Multiple Users of an Email Address Office 2016
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Default How to Mark Messages in Real Time for Multiple Users of an Email Address

All requests come into my company to a single email where multiple users can review them and follow up. We need a way to let the other people in the department see that a particular email has been dealt with - color coding, removal to a separate folder, etc. Is anyone aware of a way I can mark/move etc a message so others will see it has been addressed? Or another tool in Office that could help to accomplish it?



Our hope is to resolve this within Outlook - otherwise we will likely need to create a shared live list and each user will be scrolling/searching the list for every email - and the list needs constant updating after each email has been reviewed. This searching and updating of a separate list are many more steps then just clicking a setting to show a message has been resolved to all recipients. I hope that makes snese; let me know if you need any more info.
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Old 07-20-2021, 09:20 PM
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gmayor gmayor is offline How to Mark Messages in Real Time for Multiple Users of an Email Address Windows 10 How to Mark Messages in Real Time for Multiple Users of an Email Address Office 2019
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Based on your comments, create a new category 'Completed' and apply it to messages that are completed. Perhaps better still, create a new mail folder, again called 'Completed' (or whatever suits you better) and move the completed messages to it. The following Outlook macro will categorise the message as completed and move it to a sub folder of Inbox called 'Completed', which it will create if not already present,
Code:
Option Explicit

Sub CompletedMsg()
Dim olMsg As MailItem
Dim olFolder As Outlook.Folder
Dim bExists As Boolean
Const sFolderName As String = "Completed"    'the name of the Completed folder
    On Error Resume Next
    Select Case Outlook.Application.ActiveWindow.Class
        Case olInspector
            Set olMsg = ActiveInspector.currentItem
        Case olExplorer
            Set olMsg = Application.ActiveExplorer.Selection.Item(1)
    End Select
    For Each olFolder In Session.GetDefaultFolder(olFolderInbox).folders
        If olFolder.Name = sFolderName Then
            bExists = True
            Exit For
        End If
    Next olFolder
    If Not bExists = True Then
        Set olFolder = Session.GetDefaultFolder(olFolderInbox).folders.Add(sFolderName)
    End If
    olMsg.UnRead = False
    olMsg.Categories = "Completed"    'optional
    olMsg.Move olFolder

lbl_Exit:
    Set olMsg = Nothing
    Set olFolder = Nothing
    Exit Sub
End Sub
Add the macro to the ribbon for a single click operation.
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Old 07-20-2021, 10:44 PM
mmcknight4 mmcknight4 is offline How to Mark Messages in Real Time for Multiple Users of an Email Address Windows 10 How to Mark Messages in Real Time for Multiple Users of an Email Address Office 2016
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Many thanks. I feared a resolution within Outlook was unlikely. At a glance your approach strikes me as an excellent one but one which I may not be able to carry out perfectly. I'll make an effort to implement this change in the morning (6 hours) and if I struggle I'll reply here. Thanks again for your time!
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