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Outlook Rules - Sync between 2 machines

Posted on 2012-08-23
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Last Modified: 2012-09-12
Hi,
We have 3 machines that a user hops between. 2 are Xp and 1 is windows 7 using outlook 2003 with a exchange 2010. the OS rules out the chances of using roaming profiles.

The issue we have is users have a additional sending account (setup as a POP3 account with the recieve option in send and recieve disabled) in which a rule is setup to copy the emails into the additional mailbox's sent items.

This works fine when using on one machine but as soon as my user opens her outlook client on another machine we have to reapply the rules for it to work on this machine aswell.

Is there a way that we an locally store this rules and then it downloads to whatever machine a user logs into?

The rules show as Client-machine only so are not server based.
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Question by:Kenzii
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LVL 42

Expert Comment

by:Paul Solovyovsky
ID: 38328047
should be fairly easy

From  Rules Wizard; click Options, Export Rules and then import then to another machine

I believe the file type is .rwz
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LVL 33

Expert Comment

by:Exchange_Geek
ID: 38328155
Client based rules will apply only to a particular machine, they won't sync across machines. That's the bad news.

Good news is that you can export-import rules as suggested by Paulsolov.

Now, understand this clearly - if you make changes to a rule on machine-1, and have already exported-imported rules in the past to machine-2.

Changes to rules on machine-1 WILL NOT REPLICATE to machine-2 unless you are working with server side rules.

Regards,
Exchange_Geek
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Author Comment

by:Kenzii
ID: 38328289
We did try to export/import.

But we found the same issue. The rules will only work once they are applied by unticking and reticking through the outlook rules windows.

Its very fustrating. Is there anyway of getting around this that we could use something that didnt need rules?
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LVL 33

Expert Comment

by:Exchange_Geek
ID: 38328355
Precisely, what is it that you are wanting to achieving - you possibly could accomplish using transport rules, however let me hear what is being asked for.

Regards,
Exchange_Geek
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Author Comment

by:Kenzii
ID: 38328608
Emails sent through a secondary Outlook account that is SMTP. (primary is a exchange account)

The exchange account has a Additional mailbox. called Accounts

When a email is sent from the 2nd SMTP account, the rule will move the email to the additional mailbox's sent items.

It works fine when using just on one machine but the rule will only work on other machines when its unapplied and reapplied. I think you probably can do something for transport rules.

If email is sent via address accounts@domain move copy of email to accounts\sent items
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LVL 33

Expert Comment

by:Exchange_Geek
ID: 38328636
What you are basically wanting is to save emails in second mailbox sent items, when it is being used by another account.

Read: http://answers.microsoft.com/en-us/office/forum/office_2010-outlook/when-you-send-an-e-mail-message-from-a-shared/557b3fbc-ad15-4f8c-abf2-9337effa28da

This is a fix that you'll need to add to the registry and you should be good.

Regards,
Exchange_Geek
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LVL 33

Expert Comment

by:Exchange_Geek
ID: 38328638
You might want to try applying the fix http://support.microsoft.com/kb/959628 for OL 2003.

Regards,
Exchange_Geek
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Author Comment

by:Kenzii
ID: 38328681
It appears that we have already tried installing this hotfix which didnt resolve the issue.
Thanks for your help with this.
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LVL 33

Expert Comment

by:Exchange_Geek
ID: 38328683
Try the registry and see if it helps.

Regards,
Exchange_Geek
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Author Comment

by:Kenzii
ID: 38328686
opps sorry didnt see that post will take a look now.
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Accepted Solution

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Kenzii earned 0 total points
ID: 38375639
Registry edit was already in place.

in the end we upgraded all machines to outlook 2007 which resolved the issue.
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Author Closing Comment

by:Kenzii
ID: 38390092
upgrading software resolved the issue.
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