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Archiving Mails through Rules and dates

Posted on 2012-03-14
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Last Modified: 2012-10-02
Hi

I'm setting up a low tech journaling archiving system.

I'm using Exchange 2010, Windows 7 and Outlook 2010

I have set up a Journaling mailbox in Exchange which get a copy of all mails, both sent and received. But for this mailbox to not be overstuffed with mail I have made a VirtualMachine Running Windows 7 and Outlook 2010.

I made a rule moving all incoming mail to a PST file called 2012. Unfortunately hit the 50Gig Limit this March.

So what I did was create different PST file for each month and I want to make Outlook automatically move all mails from January to the January PST and February to the February PST and so forth using the "Date Span" in the rules settings

This works when I run the rules manually.

So I set up rules for each month and expected it to move all incoming mails to my March PST and in April it should move all mail to the April PST and so forth.

Unfortunately it seems the rules are not running when the mail is received, it works on the Inbox when I run it manually but it won't run automatically.

If I remove the "data span" part of the rule it will move it to the PST specified in the Rule automatically.

Why isn't it correctly executing the rules?
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Question by:Raunholt
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8 Comments
 
LVL 3

Expert Comment

by:awender2
ID: 37719303
When you run it manually, date/time is not involved, that's why it's working.

Rules in Exchange work according to date/time, but not date/time of the mail, but date/time of the last time you touched that mail.

eg.: You set a rule, that everything before March should be archived. If you move a mail from one folder to the other in March (before the rule runs), then this mail will be considered as an item *not before March*, because "last-touch-date" is in March.

I think this affects your operation. When you move the mail with a rule, it's date/time will change (not the date/time you got/wrote the mail, but the date/time you touched it.)
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Author Comment

by:Raunholt
ID: 37719389
I don't move the mail, the mail is journaled at the time it hits the exchange server so it should have the correct date information. It just looks like the rule isn't running when the mail hits the inbox.
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LVL 3

Expert Comment

by:awender2
ID: 37719880
I see. Well, there are server side rules and client side rules. If any part of the rule is client sided, then it won't execute unless there is an open/active client with the rule set.
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Author Comment

by:Raunholt
ID: 37720005
The Virtual Machine with Windows 7 is running with Outlook 24/7 to handle this, since it is a client side rule. That is why I can't understand why it doesn't work
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LVL 3

Expert Comment

by:awender2
ID: 37720545
Have you disabled hibernate/sleep etc. on the Windows 7? If it's not in active state, the running programs won't execute anything.
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Author Comment

by:Raunholt
ID: 37723565
It is running 24/7 only rebooting once a week to make sure that the connection to the exchange server remains (it auto login and autostart Outlook)

As I said I have had no problem when it was moving all mail to just one PST when it was recived, it is only when I try and use the date span feature it won't work.
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Accepted Solution

by:
Raunholt earned 0 total points
ID: 38443976
Since this hasn't been answered I will close the question. I never got it to work and has since removed the archive feature since we didn't need it anyway

/Danny
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Author Closing Comment

by:Raunholt
ID: 38453862
No solution found
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