A new Outlook 365 Exchange Online user is struggling with rules.
I'm trying to figure out the hierarchy actions of the rules. I need to have email messages with exact subject detail sent to a specific folder. I also noticed that some rules are server based and are done first before leaving the 'cloud' and that rules on OWA seem to conflict with those set in Outlook.
If Outlook is open, the rules should be processed in the order listed, but when Outlook is closed, the server rules are applied. When you create rules in OWA, only server rules are supported.
Rules that have actions that require Outlook are client side rules and only run if Outlook is running. This includes moving messages to local pst files, adding a category or a flag. If a server rule moves a message when Outlook is closed, the client side rules that might apply to the message won't fire.
Suppose, for example that there are two rules. The first moves any message with "abc" in the subject to Folder A and the second rule moves messages sent from "microsoft.com" to Folder B. What happens if I receive a message from Microsoft that has "xyz" in the subject?
In this case, it depends if you are using Stop Processing with the first rule. When the message arrives, it's processed by the rules in the order they are listed and the message is checked against all rules unless a rule includes Stop Processing. With the Stop Processing action added, when a message matches the rule, Outlook stops looking at the remaining rules and moves on to test the next message. If you don't want a copy of the message in Folder A and one in Folder B, you need to use Stop Processing in Rule 1.
Client or Server Rules?
You can divide rules into two types - server-side and client-only. Server-side rules are handled entirely by the Exchange Server, independent of the state of the Outlook client. Client-only rules do not execute until the user who created the rule logs in to the Outlook client with the same profile used to create the rule.
Whether a rule is server-based or client-based depends on the exact conditions and actions for that rule.
Certain rules are always client-only - those that involve some element from the Outlook client that does not exist on the Exchange Server. The following table classifies these according to whether they depend on Outlook features, client files or the mail profile. The last group contains something of a surprise: A rule to copy to a public folder fires only when the client is logged in with the profile that created the rule.
TIP: Try forwarding the message to the public folder instead. That rule always fires on the server.
| Rule conditions or actions | Examples |
|---|---|
| Conditions using Outlook client features | With specific words in recipient's address With specific words in sender's address Flagged for action Assigned to category With specific words in the subject or message -- if you specify multiple phrases |
| Actions using Outlook client features | Notify me using a specific message Flag message for action Clear the Message Flag Assign it to a category Play a sound |
| Actions that use client files | Move it to the specified folder (in a .pst file) Move a copy to the specified folder (in a .pst file) Reply using a specific template Perform a custom action Mark as Read |
| Actions dependent on the profile used to create the rule | Move it to the specified folder (in Public Folders or in a .pst file) Move a copy to the specified folder (in Public Folders or in a .pst file) |
When you create a rule, the Rules Wizard stores the rule settings (conditions, actions, and exceptions) in a .rwz file with the same name as the user's profile. For rules for incoming messages, it also stores that information in the Inbox folder itself, with an indicator of what profile created the rule. This means that the details of the rule are available to the server.
When a message arrives, the server compares it with the list of rules. If the server can execute the rule, it does so. If not, it places a deferred action message (DAM) in a hidden Deferred Action folder in the mailbox.
When the user runs Outlook, the client checks the Deferred Action folder and examines each DAM. If the rule was created with the current profile, Outlook carries out the actions indicated in the DAM. This helps explain why rules may fire in an order different from that listed in the Rules Wizard: If the user is not logged in, rules that run on the server execute first, while client-only rules don't fire until the next time the user runs Outlook with the appropriate profile.
Note that if a mailbox is over its size limit, it cannot execute any rules that will send replies or forward items.
Afsar says
when i create rules in OWA, it works in webail and outlook client, But same rules when created in outlook client it does not work. I am using O365.
BobH says
I tried yesterday to post a question, saw that it was 'awaiting moderation', responded to the email to 'confirm', but post got deleted. Retrying...
I have a VBA macro that creates a rule to move a message from the selected sender to a designated folder in a locally stored .pst file, but it's become a server-side rule since we converted to Exchange mailboxes. From what I've read, a move target to a .pst file should be treated as a client-only rule, but it's creating it as server-side. We're trying to avoid creating server-side rules due to the absurd 256k limit on the size of all server-side rules.
I've tried to locate a property or method in any of the rule-related objects to enable the 'on this computer only', but the closest thing I found was the IsLocalRule property of the Rule object, but that's read-only. When creating a rule in Outlook (via UI), you can specify whether the rule is 'on this computer only', but apparently not with VBA (?)
Diane Poremsky says
it wasn't deleted - its here waiting for me to approve it (and as long as its not spam, it will be approved).
Moving to a pst should be a "(client-only)" rule - but all rules are stored on the server when you use exchange.
Do you need to use VBA to create the rules or could you use VBA to just move the messages? You can watch the inbox using VBA and move the mail or use rules with conditions - preferably words that will match a lot of messages that need moved so you can use one rule - and then use a macro to move.
Workable scenarios:
You code the subjects with a client ID, which is also in the folder name. Easy peasy lookup.
Folders are named using senders display name - outlook looks for a match and moves. Only problem is with senders who use different mail clients and display names. Can also work for domain names, if you want all mail from a company in one folder.
Difficult scenario:
Folder names don't match anything and you need to use an array to match names and folders. It's fine if the array is small, but unmanageable as you get higher in the double digits.
BobH says
1) So even if a rule is created via Outlook as 'client only' ('on this computer only' checked), it's still stored on the server? I created a test rule with this property set and when I used OWA to check server rules, it wasn't there.
2) The user needs to dynamically add senders that will have messages moved to a specific target folder in the .pst file, so it seems like having VBA create a new rule for each sender (or with more sophisticated coding, add the sender to the list of emails that will be moved to the target folder) makes sense.
3) It seems like like VBA coding to replace what rules do (constant monitoring of Inbox) would be difficult
Diane Poremsky says
#1, yes.
#3. Not really... but it really depends on the specifics.
https://www.slipstick.com/developer/itemadd-macro/
sunny says
How to change exisitng client rule to server when it depends on stop processing ? some of my Rules need cascade to apply multiple categoreis to eMails but others need stop processing for more simpler Rule design.
Diane Poremsky says
You can't change a rule from client to server, except by removing the conditions or actions that make it client side. You can add conditions to server rules to force them to be client side. Maybe set a category or flag.
Claudia says
Is there a benefit to having server-side rules if I always want my rules to run every time I am using y mail, whether it's the web-based version or through the application? It seems super-confusing to have two sets of rules, or two versions of the same rules, for the same account. I set up my rules in the application, but under Server. Do I need to re-create them under client? Most of them are rules to assign a category.
Diane Poremsky says
You should only have one set of rules, with a mix of client and server sides.
If you use an Exchange mailbox (including outlook.com) server-side rules will move mail as it arrives - client-side rules would only work on mail left in inbox. I have a few clients who want to see the mail on their phones and want it left in the inbox until outlook downloads it - they need to add conditions or actions to make them client-side.
POP and IMAP account only have client-side rules.
Tony says
I'm curious as to why rules that assign categories are client-only. Categories appear to exist on the server. When I used the Outlook 365 web-app I can see and assign categories. I can even create rules in that interface that assign categories. But when I try to create a server-side rule in the Outlook Windows client it won't let me assign categories.
Diane Poremsky says
The rules engine in outlook desktop is old - they improved the rules engine in exchange server which is why it works in OWA. The only thing you can't do is edit most rules you make in one, in the other.
stuart barkley says
Hi Diane,
Thank you for this explanation. It explains a lot of stuff that is not easy to find - even on MS sites.
In the words of that U2 song though, I still haven't found what I'm looking for :-)
I've created a rule in OWA to redirect to an external email address and then delete the message.
Unfortunately, it deletes the message first and then... there's no message to redirect.
No matter which order I put the rule clauses (I assume it is supposed to execute actions from first to last), the delete always shows up first in the panel on the right (the rule explanation). My tests seem to suggest the delete is actually happening before the message is redirected (I've tried forward as well just in case it was that).
The only way I can make it work is create 2 separate rules with 'stop processing' off on the first one.
Regards,
Stuart
Brad says
Great article! This may be a stupid question but here it is. I created a rule on my desktop that is client-only. When I use my laptop, the rule appears with (For other computer) after it. Does that mean that rule will only run on my desktop or can I still run it on my laptop? Thanks!
Diane Poremsky says
It means it only runs on the desktop - because a condition or action is only available on the desktop.
You can edit it so it works on the laptop - but it may only show up as 'on other computer' on the desktop. If this happens, copy it and have one copy for each computer.
Steve Fredricks says
Is there anything useful a server rule CAN do? You seriously can't delete a message on the server? Those people are morons. They can't even figure out how to give you an error message explaining the problem. Just "LOL your server rule is a client rule now, hur dur".
Diane Poremsky says
Server side rules can do a lot - but they can't do things that use resources in outlook or local to the computer.
Ashok Shukla says
Hello Diane,
Hope you are good and keeping healthy in this tough time.
My whole team works on a shared mailbox on Outlook 2016. Recently, i created a rule to defer delivery of every email sent by the team to 10 mins. I made sure to check "Turn on this rule" while creating it. What i found that whenever i send an email from my PC, it stays in the Outbox for 10 mins, however, my colleagues Outbox does not show that particular email(s). I though Outbox is shared as well and the emails sitting in my Outbox will eventually appear in my colleagues outbox as well. I am not sure if the above ask is appropriate. Any advise on how this thing can be resolved? or is it just impossible?
Thanks & regards,
Ashok
Diane Poremsky says
The outbox does not sync to the server when you use cached mode, so they won't show in shared mailboxes.
Sam Reeve says
Hello! Thanks for the article, it's really helpful. One thing I haven't been able to find out though is about shared mailboxes.
I'm in a team who uses a shared mailbox and I wanted to create some client-only rules (because I want rules that categorise incoming mail) but because I don't get in until 10am every day (after everyone else) I want those rules to run whenever ANYONE in my team opens their profile (and thus the shared mailbox will be opened within their profile too, as they have it added as an additional mailbox) rather than just whenever I open mine.
I was thinking that maybe I could create the client rules, export them, and then email them to my team so that they can install the same rules on their profiles. Would that work, or is there an easier way of doing this?
Thanks,
Sam
Diane Poremsky says
That would work... or if the rules will be server side, you can open the shared mailbox as an account (in its own profile) and create the rules. This only works for server side rules though. You may be able to create the rules in Outlook on the web too.
https://www.slipstick.com/exchange/create-rules-and-oof-shared-mailbox/
Joseph G Sukenick says
Hi Diane, I'm having issues with the custom rules I create in Outlook 2003. I must have reached the limit of rules I have created to send pesky and unwanted emails directly to the JUNK folder. This no longer works. If this is the case, how can I increase either the number of rules or the maximum size of the rules limit? I have read of many ways around this in Exchange Server but have not seen anything related to non Server (standalone) Outlook 2003.
Do you know how to increase my ability to create more rules as shown below?
Thank you!
Joe
Diane Poremsky says
You can't change the # of rules - Exchange server mailboxes store rules on the server and there is a limit to the # that can be stored. The administrator can increase, but end-users can't. POP account should have no limit that I am aware of.
If you have rules that do the same thing for different domains, you can combine them into one rule. This will reduce the size and generally make it easier to review the rules.
Tom says
Hi Diane, I want to use one special contacts list that is shared/synced. The purpose is for my office staff to populate the contact list and have it synced to my users out in the field. I created a gmail IMAP account for this purpose, but is did not install it's own contact file. Can you advise how to do this, Tks, Tom
Diane Poremsky says
gmail is email only. You'll need to use outlook.com or an exchange mailbox.
Tom says
Hi Diane, is there a way to add more category colors in addition to the ones provided in outlook .
Diane Poremsky says
No, sorry, there is not.
Tom says
Hi Diane, I need your advice on the following for 2016 Outlook: I receive emails from a vendor several times a month. I want to set up the following rule: I want to file these emails by year and month and forward the same file result to another user. The last I checked, the only way to achieve this is to make 12 different rules, one for each Month. Since we are limited on the space the rules use it would be better if I could use one rule with 12 different conditions added within this one rule. To be exact, I want to use the "date range" option 12 times in one rule, thus the incoming will be sorted and filed by month and forwarded or synced to another user on my exchange account. Can you make this happen? Is this worth the trouble to save space? ie... what is the approx. space used when creating 12 full rules Vs one rule with 12 conditions?
Thank you, Tom
Diane Poremsky says
Can you run macros? You can use a run a script rule to do this. Basically, the macro on this page that files by year.
https://www.slipstick.com/developer/file-messages-senders-name/
Jessica D says
Hi Diane - can you tell me if I am understanding this correctly? If there are client-side-only rules, and a message is viewed say, from my cell phone before Outlook, will Outlook run those rules when I open it later, or would I need to apply the run rules now action to get them to work? Thanks!
Diane Poremsky says
If the rules are server side, the message will be moved before the device gets it. In an Exchange mailbox, client side rules should run on messages even if they are read. It's a little buggy with IMAP accounts and would be hit or miss.
Kam says
I need something like this to work when outlook on the PC is not open
Public WithEvents WithEventItems As Items
> Private Sub Application_Startup()
> Dim oNameSpace As NameSpace
> Dim oRecip As Recipient
> Set oNameSpace = GetNamespace("MAPI")
> Set oRecip = oNameSpace.CreateRecipient("Damien Vryce")
> oRecip.Resolve
> Set WithEventItems = oNameSpace.GetSharedDefaultFolder
> (oRecip, olFolderDrafts).Items
> End Sub
> Private Sub WithEventItems_ItemAdd(ByVal Item As Object)
> 'Your code comes here
> End Sub
Diane Poremsky says
Macros only run when outlook is open. vbscript can be run outside of outlook, but they'd still need to open outlook to do anything.
Kam says
Dear Diane,
Can we put in the outlook VBA editor a server side rule that makes the server accept all incoming task requests?
Diane Poremsky says
No, sorry, VBA is client side only.
Tania says
Hi Diane,
I've written a simple script to copy an email and its attachments to a file share on a network drive. This script is called from a rule in Outlook. The issue is that I need to do the exact same thing on the Exchange server so the script runs even when Outlook is not open. Is this possible? The Exchange account the receives the emails is a shared account.
Thanks for your help.
Tania
Larry Mackey says
Diane,
Thanks, I found mail flow rules. What would be most appropriate for what we want is if I could build a rule that for each user made a copy of every incoming and outgoing message (all of them) into their online archive folders as set the folders as read only to the user (so they can't accidentally delete them) I guess an alternative is to extend saving deleted emails to say 1 year or whatever hold period we set as an archive period. RIght now was save copies for 3+ years (the + is until I run out of space)
I am assuming there is a macro capability in Office 365 that I have not yet explored??
Diane Poremsky says
The Outlook 2013 side of Office 365 has macro capability, same as the older versions of Outlook. I don't think you can set the online archive to read only - for starters, you won't be able to add anything to them. In place hold would be a better option - I think users can delete but they can't remove them from deleted recovery. See https://technet.microsoft.com/en-us/library/ff637980(v=exchg.150).aspx for more information. The recovery folder quota is 30 GB - more than enough for a few years of the average user.
Larry Mackey says
Is it possible to set a server side rule to make a copy of all mail coming into an office 365 mailbox to an archive folder or is there a better way to archive a copy of all mail as a company policy? For example if someone deletes or moved an email to a .PST we want to able to recover for 1 year.
Diane Poremsky says
You can use journaling or mail flow > rules. Mail flow rules is better in some ways as you can copy them to a mailbox in the tenant - journaling won't work with a local mail, you need to use a mailbox outside your domain.
C says
Is there a setting/way to tell Outlook to run all client-only rules on inbox whenever the application is opened. This way when I come in Monday morning and open Outlook, everything will be filed/classified correctly. Thanks. Diane, you rock!
Diane Poremsky says
Well, you can use a macro to run all client rules on application startup, as long as you use outlook 2007 and newer, but if the rules are enabled, Outlook will process the messages that arrived over the weekend when you open Outlook and the messages are loaded.
dporemsky says
BTW, you can add the Run Rules Now command to the ribbon to save a few steps. But if you want to use a macro, see https://www.slipstick.com/outlook/rules/run-outlook-rules-startup/ (Thanks for the idea :))
Ken says
Hello Diane
we need a way to track all incoming emails from a big customer to move up to everyone’s email chain.
If they can be flagged and color coded even better. Orange is the color signifying these urgent emails.
All incoming emails will have the subject: “Urgent: 123456 quote request”
We are using Exchange 2003 with office 2007 clients
i have been able to make a rule with outlook to flag the subject.. but it seems it's only client side. is there a way to flag where the settings stay on the server side?
What exactly are the rules that can be server based?
Thanks
Ken
Diane Poremsky says
Unfortunately, not. Rules that set flags and categories in Outlook are client side rules. Log into OWA and try setting rules there - I know in OWA 2013 I can assign categories (but not flags) but I'm not sure if that is possible in 2003.
Jackie says
Hi, I have set a rule to reply to all recieved emaials during a specific date range. I will be out of the office and will not have outlook running. When I finished making the rule it says it is a client only rule. How can I make this rule a server rule?
Diane Poremsky says
Are you using Exchange server mailbox? If so, use Out of Office assistant, otherwise, you need to use the vacation reply feature of your email account. To set it, log into web mail.
Mike says
Hi, I have set up a rule so that any email I send out, with a few exceptions, the emails are cc to my assistant. Outlook says that this rule is client only and Outlook has to be running in order to perform the rule. I close Outlook and log off my computer when not at the office and conduct emails through my mobile device using Touchdown app which does sync with my Outlook through our exchange server. However the cc rule does not perform when sending emails from my mobil device. How is it possible to enable this feature? Thanks, Mike
Diane Poremsky says
Rules for sent messages only work from outlook, they won't work when you use other email clients. You'll need to enter the assistants address yourself when you use the mobile device, unless it can be configured to CC the address. Sorry.
Mei says
Hi Diane
Hope you will be able to help me here a little bit. I'm trying to get our IT team to set up some server-side redirection rules (not forward) for emails received where the mailbox address does not appear in the To/CC fields i.e. BCC emails. However, I was advised that they are unable to setup any server-side redirection rules and can only setup forward rules?
Are you able to advise if server-side redirection rules are possible? I need to retain the sender's address on the email and would like to be able to not use client-side rules since the rule wouldn't run when my outlook client is not open.
Hope you can advise?
Thanks,
Mei
Diane Poremsky says
Sorry for taking so long, I was on vacation when you posted this.
What version of Exchange? Transport rules can redirect mail, but it might only work if the mail is from someone internal.
Rob Lyons says
Hi Diane,
I am running outlook 2007 and have maybe 10 different email addresses that my outlook checks. All of the email addresses except one are pop3 accounts. The one that is an exchange client I have set up to check through the web mail access.
I probably have over one hundred rules that sort mail by sender to their individual folders however, since I added the one exchange server, every time I add a rule it attempts to update the server even though I have it tagged as a client only rule. Of course because I have so many rules, the server will not accept the rules and turns them off which means I have to run them manually once or twice per day. This, as you can image, drives me crazy.
How do I prevent the client based rules from attempting to update the server?
Also, I do have "Use Cached Exchange Mode" turned on.
Thanks for your help
Rob
Diane Poremsky says
This is a toughie because Exchange takes over as master account. It controls all of the rules for itself and all POP3 accounts. You can't prevent it from updating the server. The only options are to put the exchange account in a separate profile, use imap instead of POP3, use a 3rd party rules engine. (I like Auto-Mate, which is discounted on Feb 7 at bitsdujour.)
Daniel says
Note that the action "Mark Items as Read" also seems to be a "client-only" action.
Amandeep Singh says
Hi,
Can I delete server side outlook rules through some other client? Like thunderbird or some other mechanisms?
Thanks
Diane Poremsky says
No, you can't use T-bird. You can delete them using OWA though.
Gunnar Heikkilä says
Hi again, forgot to say that if I manually run the client-side rules, the mails are actually moved, not copied. But when the rules trigger by themselves the mails are only coped...
Gunnar Heikkilä says
I subscribe to a lot of mailing lists, and to be able to read my mail from my phone I have a server-based rule that moves all incoming list mails to a separate Exchange folder. This way my Inbox only contains mails adressed to me personally, and is thus usable also from the phone, for instance when I am travelling and my computer is not connected to Exchange.
However, I have limited space on my Exchange account, so I also have a further cllient-based rule that moves the mails from the Exchange list folder to a similar folder on my PST file. Thus the mail is first moved from Inbox to Exchange/List (even if computer is not connected), and then (when my computer is active) from the Exchange/List to my PST/List folder.
This has worked brilliantly for years, but now when switching to a new computer it suddenly stopped working. I noted that my client-based rules said "on another machine", so I edited it to be "for this machine only". What happens now is that the rules are sort of triggered, but the final move from Exchange/List to PST/List is now actually done as a copy, so mails are never moved from the Exchange/List folder. This is a pain in the ...!
Why is this happening? As I said, it worked for years... I use Outlook 2003...
Carlos M. says
trés bien l'information... j'ai a problem avec le rules de mon ordenadour aussi, especificament evec le servitour exchange. la solutios peut etré la creation de les rules nouvement...
henry says
Hi There,
I was reading your blog with interest, and I have a question that I would be extremely grateful if you could answer.
I have lost my client only rules, because I answered ‘The Rules on this machine do not match the rules on your Exchange Server. Only one set of rules can be kept. You will usually want to keep the rules on the server. Which rules do you want to keep?’ incorrectly and have subsequently lost all my rules.
I should have answered the question ‘Server’ but instead answered ‘Client’ and have now lost all my rules. Is there any way I can re-trace them and restore them?
Regards,
Henry
Diane Poremsky says
Sorry, no. Once the rules are cleared the only way to recover is if you happened to export a copy of your rules.