Differentiating between e-mails that come into one single mailbox.

Posted on 2008-09-30
Last Modified: 2012-05-05

One of our users currently has several e-mail addresses associated with her account. One of them is for a different business, as such it's important to her to be able to easily differentiate what mailbox it was intended for when the e-mails arrive, that way she can change the 'FROM:' address accordingly.

To give you an example:

User's Mailbox: Testuser
Associated e-mail accounts:,

When mail comes in, she has no idea whether it was destined for business1 or business2, without reading the content of the e-mail.

My recommendation was to create a seperate account and associate that with the second business, that way she can open up a second mailbox in Outlook and the two would not get confused. She does not like that idea because she is afraid she will forget about the 2nd mailbox and not check it regularly enough.

So my question, is there another way to differentiate between the e-mails as they come in?
Question by:slarge
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Expert Comment

ID: 22609649
Create a rule based on the account the message was sent to and filter it to a seperate folder.  

Author Comment

ID: 22609787
Thanks, can you be more specific with which rule and how to set this up? I've tried going through the rules and they do not appear to be working properly. (The e-mails still come into my inbox).

Assisted Solution

dathho earned 25 total points
ID: 22609969
In my Tools -> Rules I have a rule that moves all dathho mail to a seperate folder. It was created with the wizard and looks like...
Appl;y this rule after the message arrives
through the account
and move it to the Inbox - dathho folder
It appears that you are using Outlook 2003 but it should not be that different.
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Author Comment

ID: 22610005
The problem with that is that the user account is setup in Active Directory with the e-mail addresses. So when I try to select the "specific account" using the Rules wizard, it only gives me the option to use "Microsoft Exchange Account".

Which doesn't do me any good.

I've also tried using the: "..with specific words in the recipient's address" rule and could not get that to work either.

Expert Comment

ID: 22610130
Try following dathho's instructions again, but where you get to the part where you specify the account, choose the condition:
"With Specific words in the recepient's address"

Then you can specify the different domain name for the other buisness and have it filter into a different folder (as above).


Expert Comment

ID: 22610140
hehe, sorry please disregard as I just re-read the bottom line of you post :)

What problem do you strike when trying to use the "Specific Words" condition?

Author Comment

ID: 22610166
I don't really run into any issues, outside of the fact that it doesn't work. ;-P

What I entered for the 'specific words' condition was the exact e-mail address and then I designated the folder that it's supposed to go to. The problem is that when e-mails come in, the rules don't appear to be doing anything. The mail still lands right in my inbox and does not get moved to the correct folder.

Accepted Solution

jazpuk earned 100 total points
ID: 22610204
ok, I just tested and I believe it doesn't work as the exchange server resolves the name before it gets to Outlook and just replaces it in the Recepients field with the normal name.

This should work though as it just worked for me.  Use:
"Specific words in the message header"

and enter in the full email address of the other company....

Let me know how you get on.

Author Comment

ID: 22610262
That works like a charm, thanks jazpuk.

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