When I do a “Send and File” for a new message, the message shows in my Sent folder and the other folder I specify. However, when I want to clean up my Sent folder, deleting those messages will also delete them from the folder I stored them in. How can I fix this?
Subject: Deleting messages in Sent folder also deletes their copies in other folders
Sent is not a folder, it’s a view, so the document is selected into Sent on the basis of what it contains. As long as the document exists and has the correct field values, it will appear in Sent. You can use your preferences (Tools-Preferences, Mail Tab, Basics subtab) to set the client to modify the document to exclude rather than delete it from your Sent view when you try to delete.
Subject: Deleting messages in Sent folder also deletes their copies in other folders
Hi,
Don’t delete them from sent foler, just remove it from there.
Documents in a notes database are stored once, if you delete this one instance the document will be deleted from any other view or folder.
HTH
Daniel
Subject: RE: Deleting messages in Sent folder also deletes their copies in other folders
I think if you remove the sent item from the view, and the document does not exist in any other view or folder except All Documents, it will still be retained. I am under this assumption based on the wording of this article:
My question is, how can I clean up my sent folder and have all documents that are filed somewhere else remain in the database, whereas all documents that are nowhere but in the All Documents folder be deleted? I want to do this because we have users that send out giant file attachments and I want to delete the ones they didn’t even care to file.
Subject: Deleting messages in Sent folder also deletes their copies in other folders
Stan, Alan, Daniel,Your messages were most helpful. I had to change an option in my Sent view preferences: changed “Delete/Remove Preference for Sent View” from “Always Delete” to “Always Remove”. Now I can get clean up my Sent view without deleting those messages I want to keep.
Thanks for your quick responses to my question. Much appreciated!
Subject: Notes stores a single copy of documents (notes), so you “remove”, not delete. See inside…
What version of Notes are you using? This was addressed a long time ago, but I am not sure in which exact version.
You should see the following when deleting a message from the sent view…