Exchange, in conjunction with Outlook, has two types of rules that can be invoked on an incoming message. Whether the rule-based operation is performed in Exchange (on the server) or by Outlook (on the client) is entirely dependent on whether or not such actions are part of the functionality of Exchange or Outlook. Client-side rules (those that depend on Outlook to be processed), require that an Outlook client be open when the rule is triggered, whereas server-side rules are those rules that can be processed directly via the Exchange server.
Notes:
- Outlook, when used with an Exchange account, will always try to set the rule server-side first. However, if the criteria specified are beyond what is possible to perform on the Exchange server, you will receive a warning dialog stating that the rule will process client-only like the screenshot below
- If you want to ensure that a rule you are creating is Server-side, create the rule in OWA. The rules wizard in OWA, contains the subset of rules criteria that can be processed on the Exchange server. If the actions you are trying to take are not available in OWA, you will have to use Outlook to create a client-side rule.
Client-side conditions/exceptions
Common conditions and exceptions that make a rule a client-only rule are;
- With specific words in the subject
- Marked as importance
- Marked as sensitivity
- Flagged for action
- With specific words in the body
- With specific words in the subject or body
- With specific words in the message header
- With specific words in the recipient’s address
- With specific words in the sender’s address
- Assigned to category
Client-side actions
Common actions that make a rule a client-only rule are;
- Assign it to the category
- Permanently delete it
- Flag message for follow up at this time
- Clear the Message Flag
- Print it
- Mark it as read
- Display a specific message in the New Items Alert window
- Display a Desktop Alert
On this machine only conditions/exceptions
Common conditions and exceptions that make a ruleon this machine only rule are:
- From people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Sent to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Through the specified account
On this machine only actions
Common actions that make a ruleon this machine only rule are;
- Move it to the specified folder (if the folder is outside the user’s mailbox such as a pst-file, Public Folder or SharePoint List)
- Forward it to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Reply using a specific template
- Play a sound
- Start application
- Run a script
- Perform a custom action
How rules are processed on 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.
For example, a user configures a rule that moves messages sent to a distribution list from the Inbox to a local personal folder file (.pst file). If the Outlook user is not logged on to the server when a message sent to the distribution list arrives, the action is deferred until the user logs on to the mailbox again. To ensure that the rule’s action is carried out promptly when the client accesses the mailbox, the action to move the message to a .pst file is stored in the Deferred Actions folder. When the Outlook user logs on to the mailbox again using a MAPI session, the message sent to the distribution list is moved to the local .pst file. If an Outlook Web Access client accesses a mailbox that contains deferred action messages, none of the actions are processed because Outlook Web Access is not capable of processing client-side rules. In this case, all of the deferred actions remaining the mailbox until the user accesses the mailbox using a MAPI session.
Note:rules for POP3 and IMAP accounts, and Exchange mailboxes configured as POP/IMAP,are always client-side rules and thus Outlook must be running in order to process the rules.
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