How to Auto Classify Incoming Outlook Emails based on Which Type of Recipient You Are

Some users hope to classify and archive incoming Outlook emails based on which type of recipient they are – “To”, “CC” or “BCC” recipient. Now, this article will make this come true with Outlook VBA.

Perhaps you’re accustomed to creating various folders and subfolders to separate emails. For instance, you create three subfolders under Inbox. They are “To”, “CC” and “BCC” respectively. Then, you hope, when an incoming email arrives in Inbox, Outlook can auto figure out which type of recipient you are, whether “To”, “CC” or “BCC” recipient, and auto move the mail to corresponding folder. Thereinafter, we will introduce a method to achieve it.

Auto Classify Incoming Emails as Per Which Type of Recipient You Are

  1. At first, go to Outlook VBA editor by referring to the post – “How to Run VBA Code in Your Outlook“.
  2. Then, in the new window, put the code below into the “ThisOutlookSession” project.
Private objInboxFolder As Outlook.Folder
Private WithEvents objIncomingItems As Outlook.Items

Private Sub Application_Startup()
    Set objInboxFolder = Application.Session.GetDefaultFolder(olFolderInbox)
    Set objIncomingItems = objInboxFolder.Items
End Sub

Private Sub objIncomingItems_ItemAdd(ByVal objItem As Object)
    Dim objMail As Outlook.MailItem
    Dim objRecipient As Outlook.Recipient
    Dim strTo, strCC As String
    Dim objTargetFolder As Outlook.Folder

   If objItem.Class = olMail Then
      Set objMail = objItem
 
      'Get the email's recipient lists in different types
      For Each objRecipient In objMail.Recipients
          Select Case objRecipient.Type
                 Case olTo
                      strTo = strTo & objRecipient.Address & ";"
                 Case olCC
                      strCC = strCC & objRecipient.Address & ";"
          End Select
      Next
 
      'Find which recipient type you are
      'Get the target folder
      If InStr(strTo, "you@datanumen.com") > 0 Then
         On Error Resume Next
         Set objTargetFolder = objInboxFolder.Folders("To")
         If objTargetFolder Is Nothing Then
            Set objTargetFolder = objInboxFolder.Folders.Add("To")
         End If
      ElseIf InStr(strCC, "you@datanumen.com") > 0 Then
         On Error Resume Next
         Set objTargetFolder = objInboxFolder.Folders("CC")
         If objTargetFolder Is Nothing Then
            Set objTargetFolder = objInboxFolder.Folders.Add("CC")
         End If
      Else
         On Error Resume Next
         Set objTargetFolder = objInboxFolder.Folders("BCC")
         If objTargetFolder Is Nothing Then
            Set objTargetFolder = objInboxFolder.Folders.Add("BCC")
         End If
      End If
 
      'Move the email
      objMail.Move objTargetFolder
    End If
End Sub

VBA Code - Auto Classify Incoming Emails as Per Which Type of Recipient You Are

Note: You need to alter “you@datanumen.com” to your own real email address.

  1. Later, move your cursor into the first ‘”Application_Startup” subroutine” and hit “F5” key button.
  2. From now on, every time when a new email gets into your inbox, Outlook will auto check which recipient field you’re in and move it to relevant folder.

For instance, if you are a CC recipient, the new mail will be automatically moved to the “CC” folder. See as the following figure.Auto Moved Email

Escape from Outlook Data Loss

No one is ready to experience Outlook file damage. However, in reality, Outlook is prone to crash and corruption. Thus, in order to avoid Outlook data loss, you have to make regular backup for your PST file. Moreover, it is suggested to get hold of a PST repair tool, such as DataNumen Outlook Repair, which is able to recover PST file in a jiffy.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including SQL Server recovery and outlook repair software products. For more information visit www.datanumen.com

Comments are closed.