Outlook rules replicate to other outlook instalations

Hi All!

I have a SBS 2003 Instalation with an email account that is accessed by three workstations at the same time.  All three need to see the incominbg email when it arrives, and be able to deal with it.

I have also set a rule on one of the workstations to print each e-mail as it comes in.  

Unfortunately, that rule is getting replicated to each of the 3 instalations of Outlook - so when an email comes in, we wind up with 3 copies -- one from each workstation.

How can I stop this behavior?  If I delete the rule from one, it gets deleted from all -- even though these are client side rules.  I could understand this behavior if the rule was on the server, but I don't believe it is -- unless I'm misunderstanding something.

Any thoughts?



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does the rule state it is a (client-side) rule? If not it is definately server side rule, hence this would be your problem or replication.
markhaaseAuthor Commented:
Yes it specifically says it's a client side rule.  Gives me the warning about how it will only execute if Outlook is running.

FWIW, this is Outlook 2007 - If that matters...

I would remove the client side rule and create a distribution goup in exchange with the address of the email you want the users to share and add the other users as members
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How to create a distribution group

Click Start, point to Programs, point to Administrative Tools, and then click Active Directory Users and Computers. Expand DomainName. Right-click Users, point to New, and then click Group.In the Group name box, type a name for the group.

Under Group scope, specify the group scope that you want, usually domain or leave it default of global.
Under Group type, click Distribution, and then click Next.
Click to select the Create an Exchange e-mail address check box, specify the alias that you want in the Alias box, specify the administrative group that you want in the Associated Administrative Group box, and then click Next.
Click Finish.
To add members to the group, double-click the distribution group that you created, click the Members tab, and then click Add.
Click the users or groups that you want to add, click Add, click OK, and then click OK.
Forward all email from the user's email box you want to share with the distribution group. go to active directory and users drill down to the user and right click on properties.
Click on exchange general tab then delivery options, click on forward to: type in the distribution group name click ok and ok.
Now all incoming mail to that email account will automatically be forwarded to each person in the distribution group. No more problem:-).
Hope this helps.
markhaaseAuthor Commented:
Thanks for the thoughts -- I actually considered that, but we'd like to have the emails disappear from all three machines when they are deleted from any one, and unless I'm misunderstanding how distribution lists work, that won't happen if I use them.

I'd swear I've set something like this up before and didn't run into this issue - I'm wondering if it's a Outlook 2007 thing?

Your correct, that the distribution list would put a copy in each users mailbox, I'm trying to remember there use to be a way to only distribute one instance of an email from exchange instead of multiple copies, I will need to check that out and see if would fit your situation.
As far as the client-side rules go you are correct in that they should not be doing this, so my only thoughts at this point are that the rule is not set up properly causing the problem. Can you post the configuration or a screen shot of the configuration of the client rule so we can take a look at it. I'm also assuming there is no difference in the others client rules.
Let's check this out in the mean time.

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markhaaseAuthor Commented:
OK, turns out to be a "Feature" in outlook 2007.  OL2003 stored it's rules on the workstation, but 2007 stores them in the mailbox on the server.  So in the past, when I've set this up using Outlook 2003, it worked as I expected.  With 2007, Outlook "helps" you by letting you use the rules wherever you logon -- whether you want to or not.

Anyway, I'm awarding you the points since the distribution idea was a valid suggestion, and it seems you did a bunch of research on it for me - which I appreciate!


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