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Rules don't appear to work for existing messages.

Unimatrix_001
on
Hi,

I've imported a few thousand e-mails into the outlook inbox, and have a few rules set up to place e-mails in the correct folder. The rules are working fine for mail that comes in, but I want to filter all the existing e-mails according to the rules and this isn't happening.

Thanks,
Uni
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Top Expert 2010
Commented:
click on inbox in your folder list then go to tools>rules and alerts > run rules now > select your rule and click on run now

that will run your rule on existing messages in your inbox folder
hope that helps

Author

Commented:
Hi vokovarcan,

Thanks, I've already tried that suggestion but nothing seems to be moving. Here is a sample rule I have:

Apply this rule after the message arriveswith 'ebay.co.uk' in the sender's addressand on this machine onlymove it to the EBay folder

Thanks,
Uni
Top Expert 2011
Commented:
Are the emails in teh inbox or in a sub folder of inbox ... i.e. do you need the include subfolders box checked?

Chris
Top Expert 2010

Commented:
Hi, Uni.

What version of Outlook?
Top Expert 2010

Commented:
Hi Uni

Then create a new temporary rule and select "move messages from someone to a folder" then on the next screen select "with the specific words in the senders address" and enter ebay.co.uk and ebay.com in there > next screen select move it to the ebay folder

then run it in and it will move them to the Ebay folder
Top Expert 2011
Commented:
Also check the apply rules to dropdown shows for example "all messages"

Chris

Author

Commented:
Hi,

>>Are the emails in teh inbox or in a sub folder of inbox ... i.e. do you need the include subfolders box
>>checked?
They're in the inbox, but I have the "include subfolders" box ticked also.


>>What version of Outlook?
2007.
Top Expert 2010

Commented:
As a test, how about removing all but one of the message from the inbox and then re-run the rules?  The point of the test is to see if the problem is caused by the sheer volume of messages.
Top Expert 2010

Commented:
Uni

see my last reply
creating a new rule with "move messages from someone to a folder" will definitely work. Your current rule is set to check messages "when they arrive" and that is why you rule doesn't work on your old messages.

Author

Commented:
As a test, how about removing all but one of the message from the inbox  and then re-run the rules?

Didn't seem to make much difference to be honest. Is there some way I can check if a message matches a rule, or find all messages matching a rule without moving any messages etc?

Thanks,
Uni

Author

Commented:
Hi vukovarcan,

Very sorry! I hadn't realised I had a message from you (just opened another question about that actually ;). I'll give what you suggested a go and get back to you.

Thanks,
Uni
Top Expert 2011

Commented:
"After tthe message arrives" rules do  run as a static rule via the run now so no worries there.  Have you checked the "apply rules to dropdown in teh run now dialog?

Chris

Author

Commented:
Vukovarcan,

Your current rule is set to check messages "when they arrive" and that  is why you rule doesn't work on your old messages.
I don't appear to be able to change the "when they arrive" parameter, it seems to remain on that no matter what. Although if I manually force the rules to run, it makes no mention of "when they arrive", so I'm guessing that Outlook is clever enough to remove this part of the rule.

Here's what a rule looks like when I use the "Run Rules Now" option:

Apply to messagewith "'ebay.com' or 'ebay.co.uk'" in the sender's address  and on this machine onlymove it to the "EBay" folder

Author

Commented:
Have you checked the "apply rules to drop down in the run now dialog?

Yes, and I'm sure it is doing something as the "running dialog" is up for a number of seconds as it runs through all the e-mails.
Top Expert 2011

Commented:
Excuse me while I try silly question time .. the ebay folder does it still exist?

Chris
Top Expert 2010

Commented:
Uni it sounds like you changed your existing rule and not created a new one.
When you create a new rule on the first screen you have an option you can select called "move messages from someone to a folder" and then you know the rest

might not be relevant in this case but if everything is setup correctly and your messages are still not being picked up and moved to the specified folder try selecting "with specific words in the header" instead of senders for your chosen keywords. (I had a similar problem where it wasn't picking up someone’s email from the senders address but it picks it up from the headers)

Author

Commented:
                     Excuse me while I try silly question time .. the  ebay folder does it still exist?
Hehe, yes, although I'm not sure if it is relevant, but it is nested as follows:

Inbox\Purchases\EBay\


Uni it sounds like you changed your existing rule and not created a new  one.
No, I created a new one, but it is automatically inserted and cannot be changed irrelevant of what action I choose.


try selecting "with specific words in the header" instead of senders for  your chosen keywords.
The thing is, I'm specifying "in the sender's address", not the From field. The From field is "eBay", but I'm getting the rules to look at the address which is "@ebay.co.uk".


Thanks,
Uni
Top Expert 2010

Commented:
try selecting "with specific words in the header" instead of senders for  your chosen keywords.
The thing is, I'm specifying "in the sender's address", not the From field. The From field is "eBay", but I'm getting the rules to look at the address which is "@ebay.co.uk".

I understand that but ebay.co.uk or .com is also located in the headers so if it's not picking up your words from the senders address you might want to try searching for those words in your headers
Top Expert 2010
Commented:
Clearly the rule is set up properly since it works when new items arrive.  The issue is why it isn't working for items already in the inbox.  There are two possibilities:

1.  The items don't match the rule's criteria.
2.  Rules aren't working for items already in the inbox.

Let's rule out the latter.  Uni, as a test move one of the new items that the rule has already processed back to the inbox and then run rules manually.  If it moves the message, then the problem would appear to be that the other messages don't match the correct criteria.  If it doesn't move the message, then it appears that rules aren't working for items already in the inbox.

Author

Commented:
Hi there,

Very sorry, Outlook hadn't gave any notification again! Anyway, it seems that it moves items correctly if I move them to the inbox and run the rules. So, it seems the items aren't matching the correct criteria - why I'm not sure... :S
Top Expert 2010

Commented:
It's hard to say without being able to see one of these messages.  There must be something different about the sender's address.

Author

Commented:
Hi BlueDevilFan,

How am I able to see the exact sender's address - I can't seem to find a field in the column selector for it?

Thanks,
Uni

Author

Commented:
It seems that some e-mails aren't showing the from e-mail address. Consider these two e-mails, the first is from EE and gives the e-mail address just to the right of the sender, but look at the eBay one, no e-mail address, just eBay.

Am I missing something or is Outlook very messed up?

Thanks,
Uni
EEPreviewPane.png
EbayPreviewPane.png

Author

Commented:
Oh forget this! I'm getting very frustrated with Outlook, come back Thunderbird - all is forgiven!

From what I gather Outlook strips all headers that it deems unnecessary - the senders address being one of them. Sorry for wasting your time lads, but I'm not prepared to fight an application that tells me what parts of an e-mail message are useful and which aren't.

Thanks anyways,
Uni.

Author

Commented:
Thanks - I hope the split is acceptable, if not please say. :)
Top Expert 2010

Commented:
Uni,

The sender's address should appear ont he From line when you open the message.  If it doesn't, then you can use the macro below to see the address.

Follow these instructions to add this macro to Outlook.

1.  Start Outlook
2.  Click Tools > Macro > Visual Basic Editor
3.  If not already expanded, expand Microsoft Office Outlook Objects
4.  If not already expanded, expand Modules
5.  Select an existing module (e.g. Module1) by double-clicking on it or create a new module by right-clicking Modules and selecting Insert > Module.
6.  Copy the code from the Code Snippet box and paste it into the right-hand pane of Outlook's VB Editor window
7.  Edit the code as needed.  I included comments wherever something needs to or can change
8.  Click the diskette icon on the toolbar to save the changes
9.  Close the VB Editor

To use the macro

1.  Select or open a message
2.  Run the macro
Sub DisplaySendersAddress()
    Dim olkMsg As Outlook.MailItem
    Select Case TypeName(Application.ActiveWindow)
        Case "Explorer"
            Set olkMsg = Application.ActiveExplorer.Selection(1)
        Case "Inspector"
            Set olkMsg = Application.ActiveInspector.CurrentItem
    End Select
    MsgBox "The sender's address is " & olkMsg.SenderEmailAddress, vbInformation + vbOKOnly, "Display Sender's Address"
End Sub

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Author

Commented:
Hi the BlueDevilFan,

Thanks very much for the further instructions. I've given them a shot, but the messagebox isn't showing anything for the sender e-mail address on ones like eBay, but it is for EE? I appreciate the effort, but I think I'll just stick with Thunderbird for now - perhaps I'll consider switching Office 2016 when things like this are commonplace within the application. ;)

Thanks again,
Uni