Gmail like „Archive“ function for Mac Outlook 2011

Since I use Gmail as my private email client I adopted the habbit of not organizing my emails anymore but rather search for them. I also try hard to follow the „Zero-Inbox“ rule, leaving with an empty inbox in the evening. To make my life easier following these simple rules also in a business environment with Outlook as the default email client I copied and adopted an Apple Script that you find below. Assign it a keyboard shortcut and whenever you are done with an email in your inbox press the shortcut (for me its CTRL + A) and the email will be set to „read“ and moved to my archive folder. No more clicking and dragging and choosing the right project sub-sub-sub-folder. CTRL-A and you’re done.

 

tell application "Microsoft Outlook"
 
	set thisAccount to exchange account "xing"
	set thisFolders to mail folder of thisAccount
 
	(* find the particular folder I want to put all the messages in *)
 
	repeat with theFolder in thisFolders
		if name of theFolder is "Posteingang" then
			set thisRoot to theFolder
		end if
	end repeat
 
	set destFolder to folder "Archiv" of thisRoot
	set currMsgs to current messages
 
	repeat with theMessage in currMsgs
		set (is read) of theMessage to true
		move theMessage to destFolder
	end repeat
end tell

To install this script create a file (or download the one attached to this post) like „archive\cA.scpt“ and copy it to the Documents/Microsoft User Data Folder. The „\cA“ within the file name defines the shortcut you want to use.

 

Disclaimer: As I said I adopted an existing script I found several years ago and which I couldn’t find anymore. If the original author recognizes his work send me an email and I will give you credits.

UPDATE 2013-01-25: I had to adopt the script when moving from an Exchange environment to IMAP. I used snippets from http://pastebin.com/m5imvA52 to come up with this solution:

tell application "Microsoft Outlook"
 
	set thisAccount to exchange account "xing"
	set thisFolders to mail folder of thisAccount
 
	(* find the particular folder I want to put all the messages in *)
 
	repeat with theFolder in thisFolders
		if name of theFolder is "Posteingang" then
			set thisRoot to theFolder
		end if
	end repeat
 
	set destFolder to folder "Archiv" of thisRoot
	set currMsgs to current messages
 
	repeat with theMessage in currMsgs
		set (is read) of theMessage to true
		move theMessage to destFolder
	end repeat
end tell

UPDATE 2 2013-01-29: Unfortunately Outlook 2011 for Mac is still unable to sync it’s Calendar with a cloud service like Google Calendar. As we are relying on cloud services everywhere at my new workplace I had to move to Apple Mail and Calendar and quit using Outlook. Fortunately there is a built-in feature to move mails to a predefined folder, explained in an LifeHacker article.

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