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How to create Outlook 2010 server side rule

Posted on 2013-06-21
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Last Modified: 2013-06-26
Hi there,

I am trying to create an Outlook server side rule to automatically reply to all incoming messages. The rule will be applied to a common mailbox shared by many users. The rule should work even if Outlook is closed and not running on user's computer.

we are using Outlook 2010, SP1 and Exchange 2003, SP2.

I appreciate all your help in advance!
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Question by:BeerTime
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Expert Comment

by:Amit
ID: 39265932
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Expert Comment

by:JardaCZ
ID: 39265948
Hello BeerTime,
unfortunately there are no transport rules in Exchange 2003. But you can set out of office to that mailbox.

Regards,
Jarda
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Author Comment

by:BeerTime
ID: 39265974
Thanks, I don't want to use out of office built-in rule for this. This a general mailbox for receiving resumes related to job posings, and the rule that I am trying to create should basically send acknowledgement.
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Author Comment

by:BeerTime
ID: 39265975
I am using Exchange 2003, SP2
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LVL 41

Expert Comment

by:Amit
ID: 39266046
In that case, you need to call a script using a rule.
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Author Comment

by:BeerTime
ID: 39266070
Is there no other ways to create Outlook rule to run on the server side, without depending on Outlook client rule running on users's computer? I prefer not to use any custom scripting if possible.
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Accepted Solution

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Amit earned 500 total points
ID: 39266089
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Author Comment

by:BeerTime
ID: 39266119
Thanks, according to the article, if I allow “Allow automatic Replies” on the exchange server, I assume the automatic reply from server side is going to be available for all mailboxes?

I'm now worried about message storming, what if the automatic reply is replying to another out of office message, is there any way to control this or configure how many auto reply message allowed per email address?
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LVL 41

Expert Comment

by:Amit
ID: 39266129
I created a rule which works fine from about URL.

Attaching the rule
rule
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Expert Comment

by:Amit
ID: 39266134
You need to allow Auto Reply, if you need external user to receive the alert, for internal not required.
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Author Comment

by:BeerTime
ID: 39266431
Can I create Outlook rule for a secondary mailbox added in Outlook 2010? The rule should reply back from the secondary mailbox email address.
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Expert Comment

by:Amit
ID: 39266445
Use OWA or setup a rule by configuring it with a separate profile.
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Author Comment

by:BeerTime
ID: 39266481
I can certainly configure the rule in OWA or under secondary profile.

Does it work when Outlook is opened with different primary profile, and have this profile as secondary?
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LVL 41

Expert Comment

by:Amit
ID: 39266484
It should work, as it is server side rule not a client side. Test it.
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Author Comment

by:BeerTime
ID: 39266494
Thanks, I will test it out and let you know.
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Expert Comment

by:Amit
ID: 39266513
okay
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Author Comment

by:BeerTime
ID: 39272578
hi there,

Is it possible to create Oultook client-side rule for a secondary mailbox? by default, when you create Oultook rule, it gets applied to the primary mailbox, but we want the rule to run automatically run on the secondary mailbox in Outlook. I prefer not to create a rule and run manually on the secondary mailbox if possible.

Thanks!
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Expert Comment

by:Amit
ID: 39272609
I don't think that is achievable here. Whatever available options are given, i provided to you.
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Author Comment

by:BeerTime
ID: 39272710
Thanks, that's what I thought.
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Author Closing Comment

by:BeerTime
ID: 39278314
Thank you so much for your help on this question, we've decided to use outlook client side rule as suppose to server side rule.
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Expert Comment

by:Amit
ID: 39278323
Thanks :)
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