It might be possible to make an Outlook rule to perform most of (or all) the steps.



Another approach would be to use macro software to automate the steps.



I've used Macro Express to automate these kinds of things. These projects are not super difficult, but this one is probably not the best project for a beginner to take on. To get a sense of what might be involved, see this recent thread from an online Macro Express forum, which describes a similar kind of problem:



Challenge: a macro to "decide" what to do with an email message - Macro Express and Macro Express Pro - Macro Express Forums