The company where I work uses discussion lists quite religiously, and I’m sure other companies do as well. A discussion list or group allows you to subscribe to emails about a particular subject, for instance ‘silverlight’. People can send email to the group and everyone that has subscribed will receive it.

The problem is that this can become chaotic pretty quickly. Of course, everyone will setup a rule in Outlook to move incoming mail from a group to a particular folder, but I’m interested in creating a workflow that will help me stay on top of all of those emails, all the time. That is hard, mainly because you will keep getting email from conversations that you do not care about. Some of these conversations take days to come to a conclusion, making you manually wade through all of that over and over again.

There are many systems devised to deal with email stress and organizing your life inside Outlook. One important system is GTD (Getting Things Done). I find that those do not directly apply to email received from discussion lists.

What is needed, is some way to kill a thread and not be bothered with it again. There are programs that will allow you to do that and I’ve played around with all of them.
However, none quite suited me, maybe because I don’t trust programs to delete email. There is one that is called ThreadKiller, which did not install for me. I believe it does the same as I’m describing here.

I am interested in the following workflow:

1. email comes, either new threads or replies to old threads
2. I will look at the new threads and decide if I’m interested in them or not
3. Threads that I no longer want, should be moved to a folder
4. When I have time to actually read whole conversations, of the threads that remain, I will first make sure that new replies to threads are removed

Basically it boils down to finding some way to easily find and delete mail that belongs to threads I don’t want any more. Easier said than done! I ended up having to drop to VB macros, which I really wanted to avoid.

Here is a description of my current setup.

Step 1: searchfolder to manage new threads

Each discussion list I am on will have a searchfolder that only shows me ‘new’ mail. You can create one by adding a search folder, and using the ‘advanced’ tab to setup these two criteria:

1. In Folder is (exactly) –the name of the folder that has the mail from the group -
2. Subject doesn’t contain RE:

Step 2: setup a delete staging folder

Create a folder called Delete staging. It will contain the start of threads that you are no longer interested in. Basically I will have a macro later on, that will look in this folder and remove all the mail that belong to the same subject.

Step 3: easily move new threads to the delete staging folder

I’m a keyboard junkie, and I want to easily move emails to that folder.
I dropped into the VB Macro editor and used this code:

Sub MoveToDeleteStaging()
    Dim objItem As Outlook.MailItem
    Set objItem = Application.ActiveExplorer.Selection.Item(1)
        Dim objNamespace As NameSpace
    Dim objInboxFolder As Outlook.MAPIFolder
        Set objNamespace = Application.GetNamespace("MAPI")
    Set objInboxFolder = objNamespace.GetDefaultFolder(olFolderInbox)
    Set deleteFolder = objInboxFolder.Folders("Delete staging")
    
    objItem.Move (deleteFolder)
End Sub

Even though I despise VB, this code is quite simple indeed. You can see that I hard coded the folder “Delete staging” in there.

Now, customize the toolbar to add this macro there. Rename it to something like ‘&Delete Thread’, using the ampersand to indicate the shortcut key.

When you select a mail item and you execute the macro, it will move the item to the delete staging folder.

Step 4: scrub your folder

The real work is to make sure that mail you receive gets deleted. The best way might be to create a rule to do that as the mail comes in. I don’t like that, because I get a kick out of seeing how much mail was removed. So for now I use a manual process. The code can be easily adjusted to run as a rule when new mail arrives.

So, being a VB newbie, I’ve written code that is vey inefficient but luckily very useful. The macro below will iterate through all the items in the delete staging folder and remove any mail it finds in the folder that you are scrubbing.

Sub DeleteMessagesThatAreInDeleteStagingFolder()
    Dim deleteFolder As Outlook.Folder
    Dim currentFolder As Outlook.Folder
    Dim runningItem As Outlook.MailItem
    Dim threadItems As Outlook.Items
    Dim itemToDelete As Outlook.MailItem
    Dim objNamespace As NameSpace
    Dim objInboxFolder As Outlook.MAPIFolder
    Dim Filter As String
        
    Set objNamespace = Application.GetNamespace("MAPI")
    Set objInboxFolder = objNamespace.GetDefaultFolder(olFolderInbox)
    Set deleteFolder = objInboxFolder.Folders("Delete staging")
        
    Set currentFolder = Application.ActiveExplorer.currentFolder
    
    For Each runningItem In deleteFolder.Items
        Filter = "@SQL=" & Chr(34) & _
            "urn:schemas:httpmail:thread-topic" & _
            Chr(34) & "= '" & Replace(runningItem.ConversationTopic, "'", "''") & "'"
        Set threadItems = currentFolder.Items.Restrict(Filter)
        For Each itemToDelete In threadItems
            itemToDelete.Delete
        Next
    Next
    
End Sub

The code uses a filter in the dsal language (some sort of SQL wannabe language used by Outlook) to filter the email in the folder so it can then delete it.

Again, I created a toolbar shortcut for it.

Usage:

Just go to your search folder and quickly triage all the mail that is there by either reading the mail or moving it to the delete staging folder. Then go to the actual folder and scrub it using the second macro. This will remove all the threads that you were not interested in, leaving you with threads to you do want to read!!

I hope that is useful to someone.