Outlook - Copying Email to Folder Changes Received Time & Date

[slipperypete]

Howdy,
Here's what going on and if anyone has any ideas/solutions I would
greatly appreciate it:
(Outlook 2003 SP3 on Win XP SP3)
Some of the secretaries have their attorney's email open in the left
pane so they can copy email from the Inbox to a "To be filed" folder
so the messages can be imported into our document management
software. If the secretary copies one message from the Inbox to the
"To be filed" folder the received time listed in the "Received" column
does not change. If they copy more than one message, the received
time listed changes to the current time for ONLY the first message.
The others do not change. The header info for the changed message
doesn't change, however.
The received time does not change if the secretary copies one or more
than one message from her own Inbox to a folder in her mailbox. This
only happens when copies of more than one message occur for mailboxes
other than the user.
Thanks!
Pete

 

[jamesmcuk]

could you use the sent date when importing in to your document management system instead to get around the problem?

 

[slipperypete]

The DM system automatically grabs the received, sent, etc. I don't know where it's getting it from - not the header because that hasn't changed.

 

[jamesmcuk]

Hmmm I have set up a separate .pst on my PC and put a folder in it, I tried moving multiple mails to it and it doesn't change the receive date column for any of them. I also tried it with a different folder in the same .pst file as my inbox. Is there a way I can recreate the issue?

 

[slipperypete]

I don't know if it will work with .pst files. You can (hopefully) reproduce it by opening another mailbox (e.g. test user in GAL), but first give yourself Reviewer rights to the whole mailbox, publishing editor rights to a test folder and the Inbox. In Outlook go to Tools - E-mail Accounts - View or change... - Change button - More Settings button - Advanced tab - Add the other mailbox (e.g. test user). You should then see folders for the test user mailbox listed under your mailbox. If you copy messages from the test user's Inbox to the temp folder you will see the received time and date change for only the first message. All others retain the correct info.

 

[jamesmcuk]

Can't seem to do that probably cos its a stand alone machine but just having a thought. If you were to close the preview pane so that no emails that are being moved are being shown on screen or "in use" as it were, and then try the MOVE. What I am thinking is it could be a permission error due to the file being in use and it is therefore copying the email rather than moving it before deleting the original. Hope that makes sense

 

[slipperypete]

Turning the reading pane off did it. Thanks so much for your help. If you're ever in the Twin Cities I'll buy you a beer.

 

[jamesmcuk]

np glad it worked

 

[tpers]

I just copied a handful of emails from one .pst to another and the Received Date was preserved. However, a few minutes later, I copied a single email with a blank subject (from the same source and to the same destination) and the Received Date changed to the current date and time.

Later, in the source pst file, I changed the blank subject to "x" and copied again (ctrl + drag/drop). This time the original Received Date was preserved. I then went back and removed the "x" from Subject in both folders.

I am using Outlook 2003 on XP (servcie pack 3) workstation.