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.

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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.

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
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and with 'YYY' in the subject'
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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

Outlook 2010 - Multiple Exchange Accounts - Won't send from second account

I've setup multiple exchange accounts in Outlook 2010. I receive fine for both accounts, but cannot send from second account. Sent email goes to the Outbox and stays there.
I've tried going back to a second profile, and it works fine. Mail in Outbox from efforts above stay in Outbox. If I pull them up, I can resend with no issue.
I need to be able to send with multiple accounts in same profile to do other projects I'm currently working on. Any ideas???
Thanks,
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I've setup multiple exchange accounts in Outlook 2010. I receive fine for both accounts, but cannot send from second account. Sent email goes to the Outbox and stays there.
I've tried going back to a second profile, and it works fine. Mail in Outbox from efforts above stay in Outbox. If I pull them up, I can resend with no issue.
I need to be able to send with multiple accounts in same profile to do other projects I'm currently working on. Any ideas???
Thanks,
Mike
I was able to fix this with Outlook 2010 Service Pack 1.
Another area that I had to change was the inbox for that other account I created a rule to put in the primary inbox folder (email 2).
After that the email was only checking one to send and recieve based on the highlighted account, so to resolved that I went to Send/Reveive Groups > Define Groups > Edit Account Properties and made sure they refresh every 1 minute(s).
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Outlook 2013 Signatures not showing up at all after transferring signatures from Outlook 2010

Hello,
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Just to check, so you went into C:\Users\%username%\AppData\Roaming\Microsoft\Signatures on your old machine and copied ALL of the files & folders you found there, and moved them over to the same folder location on your new machine.
After doing that when you start Outlook and look in File, Options, Mail, Signatures you see nothing listed under "Select signature to edit" at all?

When I sync my iPhone 5 to Outlook 2010, the email addresses that I have listed as Email 1 for any given contact in my iPhone will be automatically moved to Email 3 in the Outlook file. Is there a way to fix this?

When I sync my iPhone 5 to Outlook 2010, the email addresses that I have listed as Email 1 for any given contact in my iPhone will be automatically moved to Email 3 in the Outlook file. Is there a way to fix this?

iCloud email supports 'plus' addressing. http://en.wikipedia.org/wiki/Email_address#Address_tags
So your friend could just add '+research' to the username part of your email address, and you setup a rule at icloud.com to put all emails sent to that address into a particular folder.
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[email protected]
There's no way to do it without rules on the server though.

Outlook 2010 - sending mail with attachment - "The system cannot find the file specified"

Hi forum Fellows,
I have the following failure scenario:
1. A user receives an e-mail with an attachment.
2. The user opens the attachment --> Forwards the mail and writes something in the body of the e-mail
3. For whatever reason the user leaves the e-mail and works on something else --> the user comes back to the e-mail an hour or more later.
4. The user then wants to send the e-mail but gets the following error message: "The system cannot find the file specified"
5. The effect is that the user cannot send the e-mail.....
------------------------------ TROUBLESHOOTING -----------------------
- I can see that when the user opens an attachment this attachment is saved in the OutlookTemp folder. Actually, there is a difference between opening the attachment before or after clicking forward on the e-mail.
---- Before: Two files is written to the OutlookTemp folder. For example if the attachment name is FileX.pdf - there will be a FileX.pdf but also a FileX (2).pdf in the folder (if OutlookTemp is empty/do not contain a file with the name FileX.pdf already)
---- After: Only one file is written to OutlookTemp. That is FileX.pdf
- Running Process Monitor when trying to forward the e-mail I can see that Outlook is calling a file that is not in the OutlookTemp folder anymore.
**** To me this is the heart of the issue. For some reason, when a user has an e-mail with an attachment open for an extended period of time (not sure on exactly how long is necessary), files in the OutlookTemp folder is deleted - files that Outlook is depending
on to be there.
- Going with a totally clean OutlookTemp folder does not help.
------------------ NOW WHAT ---------------
- The question now is: Is this by design? Can it be fixed by some Outlook 2010 patch? Or perhaps a group policy/registry setting as a workaround.
------------------------------ TECH. INFO -----------------------
Outlook 2010 v14.0.7132.5000
Outlook bit depth: x86
Running on a 2008R2 SP1 TS environment.
No antivirus on the TS
Looking forward to hear from you.
Regards The Red Baron
Red Baron

Hello Red Baron,
Although not a complete answer, the way to treat attachments in emails require some discipline:
1. Never open an attachment directly from the email (and NEVER edit it from there). Always save it in a known location as the desktop or (better) in a designated document folder. Then you can proceed as usual, like editing the contents, printing, forwarding
the new version etc.
2. Directly forwarding the attachment is ok, along with additional text in the body of the email.
3. Having any (unsaved) document open for several hours should
never occur. What if there is a power outage?
Bottom line is thus Discipline. This is regardless of Operating System (which might handle temporary files differently).
These are the rules I teach my customers and they never leave any document unsaved for hours ...
Best regards George

Outlook 2010 not responding, hangs, freezes or stopped working when going from one email to another

Hi all,
I have an issue with one of my clients running Office Pro Plus 2010 32bit on windows 7 pro with exchange 2010 service pack 3 where they have voicemails coming in as .wav files and have a rule set up to automatically going into a sub-folder call
"voicemails". I have deleted all the voicemails except for 5 for testing purposes (as there was over 800 messages and thought this could of been the culprit). When opening these voicemail emails, outlook doesn't respond for about 1-2 minutes and
then opens the email eventually, then I can open the .wav file. The .wav files are approximately 50kb to 200kb in size. All other attachments seem to open quickly with the rading pane on or off.
Troubleshooting Steps I have done;
- Install the latest updates
- Check to make sure Outlook is not in use by another process
- Investigate possible issues with add-ins
- Check to see if your mailbox is oversized
- Repair your Office programs
- Repair your Outlook Data files
- Check to see if your antivirus software is up-to-date or conflicting with Outlook
- Create a new user profile in Outlook
- Created a new .OST
- Perform a Selective Startup to determine if another program is conflicting with Outlook (for advanced user)
- Create a new Windows user profile (for advanced user)
- Started in outlook /safe mode
- Turned off chached mode
- Checked error logs and receive a Outlook Hang error ID: 10001
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One thing I notice is that when I click on one of the email messages, where is usually says "connected to MS exchange", it is saying "requesting data from exchange".
The above is happening with another user so this is not user specific.
If you need any other info, just let me know.
Thanks in advance.

Hi,
Logon OWA and check if the voicemails can be played fine, make sure the mails are good.
If you have installed the improper drivers for any devices or hardwares, this kind of issue may occur. Actually some devices which seem to have nothing to do with the issue may also be the culprit, like a printer or some audio devices in this case.
Try restore the system to an earlier date if you have backup.
If you have got the logs, you may post the complete logs here, it may help to determine the cause of the issue.
Regards,
Melon Chen
TechNet Community Support
Thank you very much for your reply. I could access in OWA successfully with a quick response and used this as a workaround. There was not too many logs to go from.
It looks like there was a server that was decommissioned around 6 months ago and just a test thought I would start this up to see if our voicemail server had any relationship with it - once I started this server up, voicemails
were opening quickly will all users. I am not sure if our voicemail software (Cisco Unity) is pointing to our old server or if has anything to do with DNS entries but will need to dive into this further as we cannot have the old server online for too
much longer.
If anyone would have an inclining as to what this could be, please let me know.
Thanks again.

Outlook 2010 Send/Receive Issue

I have Windows. Office 2010. Norton Internet Security.
Microsoft Windows 8 x64 Business Edition (Build 9200)
Dell Inc. Inspiron 7720
iTunes 11.0.4.4
QuickTime 7.7.4
FairPlay 2.4.14
Apple Application Support 2.3.4
Using Outlook 2010, pop email addresses, if I edit a email in the outbox, it will get stuck there and not send. No errors. However, when i disable the iTunes outlook com add-in, it works as it should.
There is a bug in iTunes & Outlook 2010.

Hi,
The user can’t send/receive any emails, not just can’t forward emails to his phone, right? If I’ve misunderstood something, please feel free to let me know.
Did he forward emails to his phone with Outlook rules?
Did he get any error message or the outgoing emails just stuck in Outbox?
Can he send/receive emails from web access? If not, please contact the user’s ISP to help resolve the problem.
If web mail works fine, we can follow the steps below to troubleshoot the issue on Outlook side:
1. Please check if Outlook shows Disconnect on the bottom of the Window. Hold Ctrl key and right click on the Outlook icon on the tray, click Connection Status to check if your email account is disconnected.
2. If the user installed any security programs, please temporarily turn off them to check the result.
3. Try to reset Send/Receive settings to check the result. To do this, go to
C:\Users\%username%\AppData\Roaming\Microsoft\Outlook\
Locate the <profilename>.srs file and rename it to
<profilename>.old and restart Outlook to check the result.
4. If above not working, please try to create a new mail profile and setup the email account in the new profile to check the result.
http://support.microsoft.com/kb/829918
Hope this helps.
Regards,
Steve Fan
TechNet Community Support

Issue with Exchange 2007 SP3/Outlook 2010 User account Auto accepting Appointments

0
Hi
I have an issue with 2 users who's appointments are being Auto-accepted or Auto Declined. As these are User Mailboxes there is no resource scheduling set on these. I've also checked for delegates (none), Rules (including running outlook.exe /cleanrules).
If I send the user some test appointments when they are not logged into Outlook, the appointments are not processed. If the user logs in through OWA then the appointments are not processed. When the user logs into Outlook 2010 (using Mapi) the appointments
are processed within 5-10 minutes. I started to think it may be a PC issue, something buried in the registry. But I give myself full access to the account and logged in from my machine using Outlook 2010, the appointments are auto processed, again, within
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Lots of stuff on the internet all pointing to Resource scheduling, delegates or Rules but I have now discounted all of these.
If I check the users MailboxCalendarSettings, AutomateProcessing is set to AutoUpdate and not AutoAccept. The Outlook Client has all settings in Resource Scheduling unticked.
Thanks
Darran

Hi Darran,
If there is no delegate configured, no rules and calendar processing is also set properly, please switch Outlook to Online mode to check whether the issue persists. Also close Outlook and receive test meeting request directly in OWA to double check the mailbox
would not automatically process the meeting in OWA.
If the issue happens in Outlook Online mode but not continues in OWA, please restart Outlook in safe mode or change a new computer with fresh Outlook 2010 to have a try.
Thanks,
Winnie Liang
TechNet Community Support

Outlook 2010 stops receving new emails when in cached mode

User has an Outlook 2010 issue that has been called in on NUMEROUS internal helpdesk tickets and has never been resolved. What happens is several times a week his Outlook 2010 client on his Windows 7 SP1 laptop will stop synchronizing
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Web Access all his messages are there.
We already tried toggling Cached Exchange mode off and back on several times, the problem still returns whenever in cached mode.
We already tried deleting the outlook.ost file and letting it rebuild several times, the problem still returns.
We already tried deleting the entire Outlook profile and letting it rebuild several times, the problem still returns.
We already tried deleting the entire Windows user profile and letting it rebuild several times, the problem still returns.
We even gave him a whole new laptop, the problem still returned.
Problem started with Outlook 2007, upgraded to 2010, problem returned.
Seems to happen more often when the laptop resumes from sleep, but not always.
Most add-ins are disabled except for McAfee and a few other essential Microsoft ones.
He does not have ANY rules or alerts set, none at all.
He does not have any other mailboxes or shared calendars in Outlook and RSS feeds are off.
He does have 8 PST files and several of them are quite large (three are 2GB each, one is 4 GB).
MCITP:Enterprise Admin (Vista/2008), MCSA/MCSE (2003/XP), MCDBA (2000)

Hi Smitty,
If change other user account on his laptop, and use outlook cache mode, is there the same issue?
If not, I recommend you try to move this mailbox to another database, and check the result.
Best regards,
Niko Cheng
TechNet Community Support

Outlook 2010 sounds and Dual Monitor Mode

Every time I hook up a monitor (analog connector) to my laptop (lacks a digital monitor port), I lose system sounds only in Outlook 2010. I'm running Vista 64-bit. Other applications make system sounds, like Internet Explorer and Windows Media plays media just fine, but not Outlook 2010 (I had 2003 before, and didn't have a problem - it's only when I updated to 2010 that I ran into the problem). There is one time the sounds will play - right before I receive in my system tray a notification that there are 'critical updates' to be made to my system.
I tried turning off the monitor, but leaving it connected. Still no sound. It cannot be connected to my laptop for the sound rules to work in Outlook 2010.
I've gone to the Microsoft site and checked out all their recommendations. They don't have anything that comes close to addressing this (that I found). I figure that it is probably on the Outlook 2010 side, but am hitting a wall there. Figured I'd try here, where the hardware sits to fish for others' experiences.
Thanks

... ...,it started experiencing a perpetual Send/Receive mode and when this started, only outgoing emails have been possible.
So your Outlook will send out but not receive? Have you checked your email on the web based access?
Are you able to see any unread messages there? If you can, then it is most likely a setting in Outlook, or possibly a port is blocked on your network. Try to check if your incoming settings are correct in Outlook, you might want to contact your ISP
for the info.
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.

Sync my iCal in between iPhone and Outlook 2010 on Win7

Hi,
I have an iPhone4 running iOS5.1.1 (as of today) and an iCloud account.
My iPhone calendar (iCal) is synched with iCloud calendar.
My business PC is running Win7 and Outlook 2010.
My compagny has selected Google Enterprise to provide all the mail services.
As such, I have a Google deamon running on my PC to sync my emails in between Google GMail Enterprise and Outlook 2010.
Please notice, that, due to security rules, I can not symply enter my Gmail Google Enterprise IDs on my iPhone to get it synched with GMail...
As such, to get at least my professional calendar on my iPhone iCal, I was using a cable connexion in between the PC USB port and the iPhone, and running iTunes sync.
I though it was paintfull, and I though iCloud was able to do so.
As such, I installed iCloud Dashboard and my PC and started to configure it to sync my Outlook 2010 calendar (at least) with iCloud.
I successfully entered my iCloud AppleID, and arrived on the configuration of the sync.
Despite all the tests I run (connected from the office or from home), I not able to get it working as I am always getting an error message from iCloud dashboard:
"Your configuration can not start as an unexpected event"
Any clue on what's going on?
Any idea on what I can test more?
Best Regards
Arno

yes they were set to the same timezone - which puzzled me a lot...
I lost a lot of sleep, but I can now say that I have solved the problem...
What I did was, that I un-installed microsoft office (desperate I know!) - then ran a sync with the iPhone choosing to overwrite the Calendar in the phone - as there was no calendar present - it deleted what was on the phone. Then I re-installed Microsoft office, by doing that, I didn't loose anything because the user files was still present including mail setting etc. - resynced the iPhone - and now it works...
Just can't figure out what went wrong in the first place...
thank you for your answer

Reorganize Rules in Outlook 2010

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