18 Copy Email
18.1 Overview ¶
The Copy Email task creates a copy of the incoming message in another email folder - either in the same mailbox or in a different account. In contrast to the Move Email action (see chapter 8.12.8), the original message stays in its source folder and is not changed by the task.
Note: Copying is not possible with POP3 accounts - the protocol does not support server-side folders. A note appears in the editor.
18.2 Configuration fields ¶
18.2.1 Email account ¶
Selection of the target account from the accounts configured under Program Options -> Email Accounts. By default, the account of the incoming message is used - but you can also choose a different account, for example to feed a consolidated archive mailbox.
18.2.2 Base directory ¶
Fixed path in the target account, selected via the … button. Example: Archive\Incoming-Invoices. The base directory must exist.
18.2.3 Dynamic folders ¶
Optional path with placeholders, created as a subfolder hierarchy below the base directory. Example: <EmailYear4>\<EmailMonth>\<SenderName>.
The Insert Placeholder button opens a selection menu with all available placeholders (see chapter 70.1).
18.2.4 Preview ¶
Shows the resolved path for a sample message - to verify the placeholder configuration. If no sample messages are available, the preview data entered via the Preview link is used instead.
18.3 Options for the copy ¶
The copy can be assigned additional properties on creation - the original message stays unchanged.
| Option |
Description |
| Subject prefix of the copy |
Prepends text to the subject of the copy (e.g. “[Archive]”) |
| Mark copy as read |
Sets the read status of the copy to read |
| Flag copy |
Sets the flag on the copy |
| Assign categories |
Sets one or more Outlook categories (comma-separated) - only for Microsoft 365/Exchange accounts |
18.4 Advanced options ¶
| Option |
Description |
| Decrypt copy |
If the original message is S/MIME-encrypted, the copy is stored without encryption - it is then readable without an S/MIME key |
| Create copy after attachment replacement |
The copy is created only after the Replace Attachments task (see chapter 24) has completed. As a result, the offloaded links land in the copy, not the original attachments |
Use case for “Decrypt”: Encrypted emails should remain readable for an archive even if the original key is no longer available later.
Warning: When decrypting, the copy loses the original encryption protection. Store it only in trusted mailboxes whose access is secured accordingly.
18.5 Use case ¶
Populate archive mailbox
Account: archive@company.com. Base directory: Inbox. Dynamic folders: <EmailYear4>\<EmailMonth>. This creates a central email archive that contains all incoming messages mirrored - regardless of the original recipient.
18.6 Tip ¶
- The combination with Replace Attachments is powerful - it saves significant space in archive mailboxes when the attachments are stored in the file system anyway