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.
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
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.
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
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.
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
gmail is email only. You'll need to use outlook.com or an exchange mailbox.
Hi Diane, is there a way to add more category colors in addition to the ones provided in outlook .
No, sorry, there is not.
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
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.
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!
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.
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
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.
Dear Diane,
Can we put in the outlook VBA editor a server side rule that makes the server accept all incoming task requests?
No, sorry, VBA is client side only.