Outlook 2010 - Applying a rule based on Categories

Is it possible to apply a rule that moves a message to a specific folder once the message has been assigned a Category?

No, rules are applied as the messages are downloaded. You could use Run Rules Now or use a macro that watches for changes and moves the message when a category is assigned.
I have a similar macro that creates a task when a message is flagged - it will be fairly easily to change to act when a category is applied. See http://www.slipstick.com/developer/code-samples/create-task-message-flagged/
for the code sample.
Diane Poremsky [MVP - Outlook]
Outlook & Exchange Solutions Center
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Exchange/Outlook 2010 Server Side Rule

Hi guys,
Does anyone know what happens with regards to rule that forwards email received to a new destination (in this case a contact) but the outbound message size limit is breached. In normal operation Outlook would pop-up a message indicating but what happens
in the case of the rule. Would it fail and retry or what?
Thanks
Andy
Cheers Andy

Good question. It seems our enterprise Exchange team have set the inbound message limit to 35MB and the outbound to 25MB. This therefore plays havoc with journaling to an external source.
Just trying to determine if it would just silently fail or cause anything else.
Appreciate the help.
cheers
Cheers Andy
Interesting. Where is that set exactly? On the receive and send connectors or the global limits?
The global limits should match for the send and receive limits and be equal to the highest allowed message size.
Twitter!: Please Note: My Posts are provided “AS IS” without warranty of any kind, either expressed or implied.

Rules not working in Outlook 2010 Sent Items folder (Personal Folder)

I've been trying to automatically categorize and send emails I've written and sent to the archive's Sent Items folder. However, everytime I create a rule for a particular type of email it doesn't carry it out. The rule will only work when I manually
click 'Run this rule now...'.
Here is what my rule looks like:
Apply this rule after the message arrives
from Byron33
and sent to 'XXX'
and with 'YYY' in the subject'
assign it to the 'ZZZ' category
and move it to the Sent Items folder (here, 'Sent Items' is in the Archive section)
But it doesn't work. All my other rules work (for the inbox folder). Any way in which I can get this rule to function automatically?

Hi
Thank you for using
Microsoft Office for IT Professionals Forums.
From your description, I understand that the rule will only work when you manually click 'Run this rule now...'. If there is any misunderstanding,
please feel free to let me know.
Turn off Cached Exchange Mode to test this issue:
http://office.microsoft.com/en-us/outlook-help/turn-on-or-off-cached-exchange-mode-HP010355560.aspx?CTT=1
Click the File tab.
Click Account Settings, and then click Account Settings.
On the E-mail tab, click the Exchange account, and then click
Change.
Under Microsoft Exchange server, clear the Use Cached Exchange Mode check box.
Exit and then restart Microsoft Outlook 2010.
If it work fine after turn off cached exchange mode ,please repair your .OST file follow this article steps:
http://office.microsoft.com/en-us/outlook-help/repair-outlook-data-files-pst-and-ost-HA010354964.aspx?CTT=1
More additional information
Troubleshoot rules you can refer to this link:
http://office.microsoft.com/en-us/outlook-help/troubleshoot-rules-HP005242904.aspx?CTT=1
Similar thread you can refer this link:
http://www.msoutlook.info/question/133
Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this
information.
Please take your time to try the suggestions and let me know the results at your earliest convenience. If anything is unclear or if there is anything
I can do for you, please feel free to let me know.
Hope that helps.
Sincerely
William Zhou CHNPlease remember to mark the replies as answers if they help and unmark them if they provide no help.

Outlook 2010 rules only run manually

Hello All,
I have a user whose Outlook 2010 rules only run manually. He has some server rules and he has some that say client only next to them. All of the client side rules are listed under the server rules. I have deleted all of his rules and had him recreate them
and i've ran outlook /cleanrules and they still do not work. I'm not sure what to try next. We are running Exchange 2010 Standard and Outlook 2010. Any ideas?
Thanks,
Alex

I had this same problem, tried many things that said it would work and didn't. Here's how I fixed it:
There are several good programs that backup Outlook. Backup FIRST.... I use Outback Plus 9 (http://ajsystems.com/outbackplus/obp.html) and there's also BackupOutlook (http://www.backupoutlook.com/)
Backup Outlook using Outback 9 Plus then:
1 - Go to the Control Panel
2 - In the Search box - enter:
Mail
3 - Run the Mail
- or - Mail (32 bit) applet
4 - Click:
Show Profiles
5 - Select the profile (you likely have only one)
6 - Click:
Remove    [this will remove the registry settings for this profile]
7 - Close the Control Panel
8 - Run Windows Explorer
9 - Go to the:
[My Documents]\Outlook Files folder
10 - Delete the \Outlook Files folder (or delete all of the items in it)
11 - Go to the folder
c:\users\--your user name--\appdata\local\Microsoft\outlook
12 - Delete all of the files in this folder
13 - Go to the folder:
c:\users\--your user name--\appdata\roaming\Microsoft\outlook
14 - Delete all of the files in this folder
This gets rid of the Outlook data and the profile setting.
I would restore the Outlook data (using OutBack Plus 9 - and assuming you have at least one POP3 type account) as follows:
1 - Run OBP9 and click Restore
2 - Locate the backup file to restore from
-- Open it
3 - When you get the message indicating that a full profile restore will not be done - acknowledge it.
OBP9 should then be planning to do a "Default" restore (i.e. it will restore the data to the default locations).
4 - Select the Outlook data files for the restore ... but do NOT restore any ".ost" type files (Outlook will rebuild these automatically).
5 - Finish the restore -- this will restore the Outlook data files to the proper default locations (e.g.
[My Documents]\Outlook Files for normal ".PST" files)
6 - Start Outlook [which will begin with a request to create a new Profile (Outlook) then email account]
7 - Refer to the web page:
http://ajsystems.com/kb3/outlook2010emailaccounts.htm
and begin at step "B" ... by electing to do a manual configuration of the account.
8 - Link the account to the (appropriate) Personal Folder file [PST file] restored to [My Documents]\Outlook Files
9 - Add any other POP3 type accounts using the same procedure .. linking them to the appropriate PST file.
Note - you can have multiple POP3 account linked to the same Personal Folder file (as was always the case prior to Outlook 2010.
10 - Add any other accounts (e.g. IMAP based accounts) which will automatically create the appropriate file and re-synch with the server.
11 - Re-run OBP9
12 - Locate the backup file to restore from
-- Open it
13 - Select Outlook Profile settings and ancillary settings (e.g. Signatures) ... but do NOT select any PST or OST files.
14 - Finish the restore to restore these settings to the new profile (created by step 6).
This was done with Outlook 2013 as well and on Windows 7 and Windows 8.1. All worked!

Outlook 2010 - mail item move rule between mailboxes

Hi,
I have Outlook 2010 with Exchange 2010 SP1 environment.
I'm having an issue with setting up a move rule to another shared mailbox to which the user has full permission on Outlook.
Whenever I try to set up a rule to move a specific item from a specific user, it throws the below error.
"the attempted operation failed. an object could not be found"
Is it possible to apply rules that move items between two different mailboxes? Also is it possible to apply a server-side rule with cmdlet?
Cheers,
John

Hi John,
I have some tests in my environment using Exchange server 2010 with Outlook 2010. If you create a Inbox rule to redirect messages using OWA, you will have a copy of these messages on your mailbox.
If you create a transport rule to redirect messages that are sent to you, you won't have a copy of these messages on your mailbox.
Hope my clarification is helpful.
Best regards,
Amy Wang
TechNet Community Support

Auto reply (client rule) Outlook only Outlook 2010

When i setup a rule in outlook 2010 for automactic reply it say Client rule only. Is it possible to make this rule perminent so that i can close the outlook and the auto reply rule is still working. Maybe a server
based rule? We use outlook client with O365 exchange On-Premises
Thank you.
Kind regards,

Hi,
I've tried the following with Outlook 2010 connected to Exchange 2013, and this works for me;
Select the Inbox, and click Tools, then Rules and Alerts.
Click New Rule and click Check messages when they arrive.
Click Next twice (don’t do anything in the "What condition(s) do you want to check?" box.)
Select have server reply using a specific message, and click …a specific message. A blank email appears.
In the Subject and Message fields, type the message you want to send. Leave the To, CC, and BCC (if showing) fields blank
Click Save and Close to close the message window and click Next.
Select the appropriate exclusion option (if any) and click Next.
Name the rule (do not check the Run this rule… checkbox.) and check Turn on this rule.
Click Finish.
That works for me. Make sure your outlook profile is configured to use the mailbox that you want to have the auto-reply configured.
If this still does not work, the alternative is to set up a transport rule on the Exchange server.

How do you apply rules based on read status?

I migrated to Mail.app from PowerMail, and one of the powerful options available when creating a filter/rule in PowerMail was the ability to check the status of the message (message is/is not read) before applying the rest of the rule.
Is there a way to apply this same check within a rule in Mail.app?
This option is used to create rules that file mail ONLY AFTER it has been read.
Obviously, the user must apply the rule manually since rules are only fired off when mail comes in, or when one highlights one or more message(s) and then selects the "Apply Rules" option from the contextual menu or from the Message menu.
What makes this so powerful is that rather than having to manually file every message after you read it you can create rules that check status for read, if it is check to see if it matches other criteria, and if it does, put it in a folder with other like messages.
Like many people, I have a large number of folders and subfolders into which I file my messages. By creating such a rule, I only have to file a message that matches other criteria once, use that to set up the criteria for the rule, and on subsequent messages that match that criteria, I only have to apply the rule after I have read it.
I could just file all the messages directly into their appropriate folders, but then I have to keep watch on the subfolders for new mail, rather than just watching the inbox, reading the new mail, then using the Apply Rules item to have the read message checked and then filed based on the criteria that it matches.
The logic might look like this.
Is Read status true
AND
The subject contains "Intranet"
THEN
Move message to /On My Mac/Work Mail/Current Projects/Intranet Project/ mail folder
THEN
Stop processing rules.
Without the ability to test the message's "read status" I have to select the message, right click to select "Move To>" from the contextual menu, then mouse through four sub panes to put the read message in the folder where I want to store it.
I also cannot select a number of read messages and use the Apply Rules option to allow my filing rules to move any number of read messages to their proper storage folders.
If anyone has a method for doing this, please let me know. It is the one thing I miss most about PowerMail.
Message was edited by: rnsyderpsu

I have been doing some of this, and while it does provide some of the functionality that is lost without the ability to apply rules only to read messages, it is not a complete solution. One of the biggest drawbacks is that it is not easy to selectively limit what new mail shows up the smart mailbox. One approach that works, sort of, is to limit the smart mailbox to only messages from people in my address book. However, not all relevant messages are from people already in my mailbox, so it requires constantly double checking to make sure that things are slipping through the cracks.
The best thing about being able to apply rules, after receiving them, based on the status of a message is that it puts the control in the users hands. It allows you to selectively apply rules, only when you want to apply them. Rather than always/never, you have the ability to apply rules "sometimes/as needed." It allows for fuzzy logic, rather than hard conditions.

Reorganize Rules in Outlook 2010

I am a heavy user of email rules in Outlook 2010, meaning I have 60 - 75 rules.
I've decided my logic was faulty in how I ordered my rules and essentially need to "flip" the top rules for the bottom rules.
I know you can move rules up and down by highlighting and clicking the up/down arrows, but this is a very tedious process with the number of rules I'm dealing with.
I've tried several key combinations and clicks to try to either move more than 1 rule at a time, to move a rule all the way to the top/bottom with a single action and "dragging" the rules, but to no avail.
I also tried exporting the rules to see if I could reorganize them that way.
The RWZ file wanted to open with Word by default, but it was well over 100 pages long and contained a lot of machine code and empty page breaks.
I tried text pad, but it was even worse. If there is a simpler solution to this that someone knows, I'd be greatly appreciative.
Thanks.

Hi,
We don't have such a built-in feature which can bulk edit/reorder rules in Outlook client.
You are holding a large amount of rules (60-75), the list of rules will be hard to manage. Personally, I would recommend you to revise their rules and sorting method.
This article might be helpful:
Managing large amount of message rules
(Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)
Regards,
Ethan Hua
TechNet Community Support
It's recommended to download and install
Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office
programs.

Ovi is destroying Outlook 2010 Contacts categories

Just bought a Nokia C2-02 and am running Ovi suite 3.1.1.90 and Outlook 2010 on Windows 7 (connecting via USB lead). I'm having problems getting the sync to function properly between the three of them. After several frustraing attempts and loss of data, I decided to start over from scratch — I deleted all contacts from the phone and from Ovi suite and backed up my Outlook contacts in a separate file. Then I sync-ed with Ovi suite with the phone connected. I have about 1,200 contacts in Outlook but unfortunatley the C2-02 only holds 1,000 contacts (wish Nokia could have mentioned that in all the bumf I read through about it on their website before purchasing!). They sync-ed, but stopped at 1,000 (alphabetically up to Ss). Since then, it's been sync-ed a couple of times, as I experimented with the Calendar feature. On the last sync, Ovi has destroyed loads of my Outlook contacts data. The Outlook contacts all have detailed categories assigned to them in Outlook. Ovi has wiped the categories from the Outlook contacts! Re-assigning them would take hours in Outlook. Luckily, I backed up the Outlook file, but now I have this problem... how can I prevent Ovi from damaging my data again?
I don't ever want either Ovi or the Phone to update my Outlook data in any way. I just want to be able to sync my contacts and calendar appointments to the phone via ovi.
Any ideas about where I'm going wrong?
Many thanks

It could be that the limitations of the phone are the reason for your problems. How many categories do you have and how many contacts are assigned into those? The sync engine in Nokia Ovi Suite turns the Outlook categories into contact groups and Series 40 devices (like C2-02) can have 40 contacts groups and 100 contacts in a single group. If these limits are exceeded, sync results are rather unpredictable and some data is lost.
Since you cannot have all your contacts synced to your phone, you must decide which contacts you want to sync. Once you have made the decision, create another contacts folder on Outlook and split your contacts into two groups: the ones that are to be synced and the ones that are not. Once you have done this, go to Tools --> Options --> Contacts on Nokia Ovi Suite and choose the Outlook folder you want to sync with. Now you should be able to sync the selected contacts to your phone without further issues and data loss.
Regards,
Tommi

How to Import Contacts and Categories from outlook 2007 to outlook 2010

Hi,
I cannot import my contacts/categories from Outlook 2007 to OUtlook 2010. I have tried using a.csv file but it forces Outlook to stop responding every time it starts to import. Not sure how I do it using a .pst data file. Please help!

You can try to export/import categories using OutlookFreeware.com's
free
Export Master Category List and
Import Master Category List tools. There are also free utilities for
exporting contacts and
importing contacts, give it a try!Alexey Kuznetsov,
Relief Software

Clients outlook 2010 32 bits not connect server after apply CU6

Hi
The last weekend I installed the CU6 in my Exchange 2013, I was problems with the web services ECP and OWA. I applied the solution of this link.
http://ril3y.wordpress.com/2014/03/25/exchange-2013-owa-and-ecp-logins-fail-with-500-error/
This week I have some clients that can´t connect the Outlook 2010, they can use the owa but they have some PST that can't see in owa.
I checked and they have all the updates of office 2010.
I check and they can solve the autodiscover url but if I try the test automatic configuration and this are the results
I check the connection with the local agent of Microsoft connectivity analyzer and all it's right.<o:p></o:p>
I tried to do a manual configuration of the account connections options and some users were solved but others still without connection.<o:p></o:p>
I see that the Address Book can’t be update in the clients this fail.<o:p></o:p>
Some body else have the same problem?
or have you any idea?

Hi,
This is an English forum for Exchange server. In order to solve your issue effectively, please describe the error information in English for my research. Your understanding will be appreciated.
Best regards,
Amy Wang
TechNet Community Support

Template categories in Outlook 2010/2013

Hello!
Is there any chance to categorize Outlook templates?
When I creating my own Outlook template and then use it from User Template in File System, I see there is available Category View and if I select it I can see my templates under tree like:
[-] <No Category Name>
[-] <No Subcategory Name>
My Template
But I can't find any place where I can assign category for templates.
Any ideas?

Hi,
Did you take the pictures from Outlook 2010 or Outlook 2013?
I can find the picture below from Outlook 2013:
I can then select a form and click "Properties", from where I can type in a new category and click "OK" to save.
Here is a picture from Outlook 2010:
No category can be seen from there, but once I do the same to click "Properties" to add a category, the new category will appear when I choose forms.
What puzzles me here is you don't see your Personal Forms from your first picture, have you published it?
Regards,
Melon Chen
Forum Support
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Outlook 2010 hangs after applying KB2956203 update

Hi All,
We have Outlook 2010 with Exchange 2010. After installing the latest Patches for Outlook (KB2956203) we had problems sending outlook forms. The Outlook not responds then it will close.
After uninstalling this patch the Outlook works fine. Had anyone encountered the same problem?
Thanks
Jim

Hi,
Thank you for your reporting. We have noticed this, and would like to collect more information for further investigation.
Can you guys share your detailed system info? Also, if you have any log files about the issue, kindly share with us by sending them to this email account:
[email protected] (please use the link of this thread as the subject).
We appreciate your assistance with this.
Regards,
Melon Chen
TechNet Community Support
It's recommended to download and install
Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office
programs. Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact
[email protected]

Sync PC based Outlook 2010 to OSX server running iCal

I am running OSX Server (10.8x) and I have a couple of users (clients) who use PC's with Outlook 2010 - who also have iPhones. Is it possible, and if so how, to allow them to sync Outlook 2010 with the OSX server so the same calendar is shared across their iOS and Outlook 2010 devices?

Nope.
If the Windows folks are at all using Outlook for even part of what it does, you really need to connect to Windows Server running Exchange Server, possibly SitePoint, and probably not to a Unix mail system (Postfix, Dovecot, etc) running on OS X Server or another Unix or Linux platform. Experienced Outlook users probably won't be very happy with the results with the Unix tools, if you try that. Microsoft really does this business-mail-calendar-AD-integration stuff quite well, but you're buying the full-stack Windows solution to implement all that, or tying into Azure and the Microsoft on-line services.
AFAIK, there's no CalDAV support for Windows with Outlook by default, and various of the add-on CalDAV-capable calendar clients aren't as capable as what Windows provides.
Might also want to check with Microsoft forum, and see if they have specific suggestions for what clients work with CalDAV, too.
iPhones? Sure. They'll work.

Problems setting up iCloud & Outlook 2010

Hi,
I have just installed Outlook 2010 & am trying to set it up to work with iCloud. When I tick the boxes for Calendar & Contacts on the iCloud control panel & click apply it starts the set up process, but part way through I get an error message saying it can't set up due to an unexpected error. If I click cancel it leaves the boxes ticked, but iCloud does not appear in Outlook. If I click try again the iCloud control panel just constantly shows 'setting up' next to contacts & calendars. The only way to then stop it is using Task Manger. I did this before & it wiped out all my Outlook Contacts & Calander entries (fortunately I was able to get them back from my iphone using itunes).
I have tried uninstalling / reinstalling the icloud control panel, & have also tried running 'Repair' on the Office 2010 setup, but still get the same problem.
Anyone have any ideas?
Thanks
(PS I'm using Vista 64bit)

Hi,
I managed to get it working by doing Contacts & Calendar separately.
So, I turned Contacts on in the iCloud control panel leaving Calendar off, it did the setup correctly, then I turned Calendar on as well in the iCloud control panel & again it did the setup correctly.
Hope this helps you.
I have discovered that iCloud & Outlook doesn't work quite as well as I'd like it to - Outlook doesn't show any appointments from the iCloud calendar in the To-do bar (an Outlook problem) & I've had some problems with the categories I'd given some Contacts (not sure if the problem is in Outlook or the iCloud, but although the categories appeared, filtering based on them didn't seem to).

Outlook 2010 - Applying a rule based on Categories

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