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Outlook rule based on sent to address, not AD  user

Posted on 2009-04-06
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Last Modified: 2012-05-06
I'd like to be able to write an Outlook rule that will move a message based on the address it was sent to, not the user.  I tried using "specific words in the recipient's address", but that didn't work.  For example, my AD account has several email addresses assigned to it.  If someone sends an email to a specific address, I'd like to be able to move that message based on whether it was sent to one@mydomain.com or two@mydomain.com, or whatever.
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Question by:theamzngq
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by:L3370
ID: 24079728
start a blank rule. For the first condition select "Sent to People or distribution list"

click on the highlited section "people or distribution list." It will come up with the GAL to select from, but you should be able to type an email address in manually in the To: section.  Then of course set the condition to move the message to a specific folder.

I hope this works for you.
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SirtenKen earned 500 total points
ID: 24079794
When creating the rule, select "with specific words in the message header" and type in the email address you'd like to sort based on. This will work for emails coming from outside your domain.
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by:L3370
ID: 24079818
sirtenken's suggestion looks better than mine :)
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by:theamzngq
ID: 24079851
I tried the message header option, that didn't work either.  The strange thing is, if I right-click on the message and choose options, I can see the address I'm trying to filter right there.  For some reason, the rule is not finding that in the header.
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by:theamzngq
ID: 24079879
ok...I was trying to create these rules on Outlook 2007, which has basically the same process for creating rules.  I decided to open my mailbox from another computer with Outlook 2003.  I set up the rule from scratch there using the message header search, and it worked!  The messages move properly.  So why wouldn't a rule created in Outlook 2007 behave the same way?
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by:theamzngq
ID: 24079912
ok, even more strange, the rule I created in outlook 2003 is now working on 2007 on my regular workstation...

any ideas why this would happen when my attempts to get the very same rule to work created in 2007 failed?
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by:SirtenKen
ID: 24079947
Are you testing from an account outside your domain? When I performed the tests, I had to use an account from outside because otherwise, the Outlook client resolves the display name rather than "seeing" the email address. Also, an internal email isn't going to have the same kind of header as one that came from Outside your organization. Other than that, I'm not sure why one client reads the header differently than another.
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by:SirtenKen
ID: 24080007
Do you happen to know what your Exchange server version is? The client is supposed to work best with the Exchange server of the same generation. Outlook 2007 should work best with Exchange 2007, Outlook 2003 with Exchange 2003. The rules are stored on the server, so perhaps when the client tried to save the rule, it was somehow stored incorrectly.
I've seen instances of rules that should be working and don't before. Often times, I'll simply disable and reenable them and voila, they work correctly.
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by:theamzngq
ID: 24080131
We're using Exchange 2003, so in that case the 'generation' is different.  I haven't tested on any internal to internal emails, just external to internal.

I created a second rule for a different email address on 2007, and it worked immediately.  Ah well!  Chalk it up to M$.
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