Best way to filter email on a shared mailbox?

Posted on 2008-10-03
Medium Priority
Last Modified: 2012-05-05

We have a mailbox which is viewed by about six different people.  In this mailbox are some subfolders. What is the best way to filter email so, for example, everything from one particular domain goes to a specific sub folder?

I've thought about creating a client side rule, but the downside would be that when that person is off or outlook is not running the rule won't be processed and email won't be filtered.

We are running Exchange server 2003 and Outlook 2007.

Question by:soreilly80
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 3
  • 2

Expert Comment

ID: 22637273
I don't know if this is specific to Exchange 2007, but couldn't you create a server-side rule as follows:

If the message includes specific words in the sender's address move it to the specified folder.

So, for specific words you could use the domain name (e.g. @gmail.com).
LVL 10

Expert Comment

ID: 22637354
* Yes ofcourse you can set a server side rule, open the mailbox using OWA and create a rule which would be running from the server side without the need for the outlook client to be open

Hope this helps (^_^)

Author Comment

ID: 22637366

I've tried that. Outlook tells me it will become a 'client-side rule'.  I even went back into the rule and modified and removed the check mark against 'on this machine only'.  Outlook still told me this was going to be a 'client-side rule'.
Free learning courses: Active Directory Deep Dive

Get a firm grasp on your IT environment when you learn Active Directory best practices with Veeam! Watch all, or choose any amount, of this three-part webinar series to improve your skills. From the basics to virtualization and backup, we got you covered.


Author Comment

ID: 22637383
Hi Rudram,

Next problem. The mailbox won't open via OWA.  I log in and get presented with "This page cannot be found".  OWA does work because other people can login - including myself.
LVL 10

Accepted Solution

Rudram earned 600 total points
ID: 22637480
* Check the mailbox attributes on Active Directory if it has OWA enabled for that mailbox. Also while accessing it use the email address prefix or the alias name for that mailbox as per the recipient policy.

* That would look like "http://exchangeserver/exchange/alias or /email id prefix. Also make sure that you have got proper mailbox access rights on that mailbox

Good Luck (^_^)

Author Comment

ID: 22659129
Many thanks Rudram.

I have now accepted your solution and granted you the points.

Featured Post

Free Tool: Subnet Calculator

The subnet calculator helps you design networks by taking an IP address and network mask and returning information such as network, broadcast address, and host range.

One of a set of tools we're offering as a way of saying thank you for being a part of the community.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

How to resolve IMCEAEX NDRs in Exchange or Exchange Online related to invalid X500 addresses.
New style of hardware planning for Microsoft Exchange server.
In this video we show how to create a mailbox database in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Servers >> Data…
This video shows how to quickly and easily add an email signature for all users on Exchange 2016. The resulting signature is applied on a server level by Exchange Online. The email signature template has been downloaded from: www.mail-signatures…
Suggested Courses

771 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question