Using Inbox Assistant in Microsoft Outlook

The Rules Wizard is easier to use than the Inbox Assistant, but has two significant limitations: It cannot create automated reply rules that run on the server, and it does not allow you to forward messages to another address with the original message, including its headers, intact. In Outlook 97 and Outlook 98, only the Inbox Assistant can perform these tasks. (However, Outlook 2000 adds Rules Wizard actions for both tasks, eliminating the need for Inbox Assistant.)

In Outlook 98, you can’t use both Rules Wizard and Inbox Assistant, because there is no way to prevent the Rules Wizard from converting Inbox Assistant rules. (As described below, you can turn off Rules Wizard permanently in Outlook 98, if you prefer Inbox Assistant)

Outlook 97, on the other hand, lets you keep your Inbox Assistant rules.

If you have been using Inbox Assistant (IA), when you run the Rules Wizard (RW) for the first time by choosing Tools | Rules Wizard, Outlook offers to convert the IA rules to RW rules. If you choose Yes, it turns off the IA rules (but does not delete them), and converts them to RW rules. If you choose No, the IA rules are left running. Rules created with the Rules Wizard run first, then Inbox Assistant rules. To enable Outlook 97's option for leaving new IA rules in place:

1. Choose Tools | Rules Wizard.
2. On the Rules Wizard dialog box, click Options.
3. Make sure the box marked Prompt to convert Inbox Assistant rules is checked, then click OK twice to close the Rules Wizard.

After you enable this setting, if you switch to Inbox Assistant and then back to Rules Wizard in Outlook 97, your IA rules won't be imported unless you want them to be.

To delete, modify or add to your Inbox Assistant rules, you need to turn off Rules Wizard at least temporarily. Here's how:

1. Choose Tools | Options.
2. In Outlook 97, on the General tab, click Add-In Manager. In Outlook 98, switch to the Other tab, click Advanced Options, then Add-In Manager.
3. In the Add-Ins dialog box, clear the check box(es) for the Rules Wizard (two in Outlook 97, one in Outlook 98), then click OK twice to return to the main window.

You should now see Inbox Assistant on the Tools menu, instead of Rules Wizard. After you finish working with your Inbox Assistant rules, reverse the above procedure - using the Add-In Manager to re-enable the Rules Wizard, and answering No when you are prompted to import Inbox Assistant rules.

This article first appeared in the September 1998 issue of the Exchange Administrator newsletter.

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Updated Apr 09 2008

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