Outlook 2010

exchange 2013,  outlook 2010.  I have a manager that gets his own mail and POP 3, everyone else in his department.  For each employee he has a rule, to put their email into a mail folder under the inbox.  that part works fine, besides the obvious issues.  This is a problem. When he gets an email with CC to Employee1-6, he only gets an email in one of the folders for an employee. He does not get the original email. Example, I email him, with a CC to Emp1 and Emp2.  He does not get the email in his box. But he gets an email in EMP1 folder. I resend the email and this time, remove EMP1 from the CC. this time the only copy appears in EMP2 folder. If I remove both EMP1 and EMP2 (no CC) he gets the email in his in box.
It is like there is a do not duplicate rule some where. So Anyone have a similar issue and solution with the email.  And STOP READING EVERYONES EMAIL, is not an option, I already tried.
Jeff TomichAsked:
Who is Participating?
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

I am not sure I get exactly what he is doing.  Is he using POP3 to bring email from his employees into a folder in HIS inbox and leaving the messages on the server, so the email is still there for the employees to read?  If this is the case, you might want to use transport rules to bcc the messages addressed to his employees to him instead of using POP3.

When creating rules in Outlook, you can choose to "stop processing more rules" or not as one of the actions.  If you create your rules to copy these messages, instead of move them, then only set the "stop processing more rules" on the last rule to be run.  This way each of the rules can be triggered.
Jeff TomichAuthor Commented:
BOB got an email from a vendor with a price increase, it was CC to 3 other employee, Curly Moe and Larry. That email to BOB(TO: BOB) was put into the folder for Moe(One of the CC accounts) located in BOBS outlook in box. Moe got his email as you would expect, to his inbox.  AND the CC copy of the email (TO MOE) was not in the MOE folder, nor was Curly and Larry.

Its like outlook was really confused or mad, in relation to the BOB manager account. It put an email in a folder via the rule and said, that's IT!  Then BOB complains he isn't getting any emails and this never happens on his apple.

I will look at the rules again.  and do thank your input
Yeah, the whole way this is happening solely via Outlook rules, when you have access to exchange is a little odd, but either way, making sure that don't "stop processing more rules" and copying email instead of moving a message is key.  If an email is moved by one rule, following rules won't run on that message(unless I am mistaken).  If you create rules to copy the messages, and then a final rule(making sure the order in which the rules are applied is accurate) deleting the message should work.
The Ultimate Tool Kit for Technolgy Solution Provi

Broken down into practical pointers and step-by-step instructions, the IT Service Excellence Tool Kit delivers expert advice for technology solution providers. Get your free copy for valuable how-to assets including sample agreements, checklists, flowcharts, and more!

Jeff TomichAuthor Commented:
I will try changing the rules. and let you know Tomorrow some time, Thanks!
Jeff TomichAuthor Commented:
The problem is not as I first described.  On the exchange server,  on the MAIL FLOW section, there is a single entry , as follows,  IF email to person1, person2, person3 DO THE FOLLOWING BCC to BOB(the manager)
There is a rule for each person in outlook on Bobs computer, to move email to a folder named after that person.  And it works. The problem is an email sent to BOB with CC to one or more of the people listed in the MAILFLOW statement in exchange.  No matter how many names are in the CC, ONLY 1 copy of the email makes it to BOBs OUTLOOK, and it is placed in a named folder of one of the CC names.  The people in the CC do get their email, also.
BOB is the name in the "TO"  there are just CC names in the people he wants a BCC of.
Any ideas?  It looks like the OUTLOOK rule gets confused, for one, and there seems to be a system to vanquish duplicate emails in outlook or the exchange server.
Jeff TomichAuthor Commented:
This is the header of the email, instead of going to the inbox, it went to the folder "KAREN"
like it looked at the CC and not the TO.

Received: from BS-INF-EXCH01.BS.local ( by
 BS-INF-EXCH01.BS.local ( with Microsoft SMTP Server (TLS) id
 15.0.516.32 via Mailbox Transport; Tue, 24 Sep 2013 09:34:49 -0400
Received: from BS-INF-EXCH01.BS.local ( by
 BS-INF-EXCH01.BS.local ( with Microsoft SMTP Server (TLS) id
 15.0.516.32; Tue, 24 Sep 2013 09:34:49 -0400
Received: from BS-INF-EXCH01.BS.local ([fe80::4543:7a8:77bd:df5e]) by
 BS-INF-EXCH01.BS.local ([fe80::4543:7a8:77bd:df5e%12]) with mapi id
 15.00.0516.029; Tue, 24 Sep 2013 09:34:49 -0400
Content-Type: application/ms-tnef; name="winmail.dat"
Content-Transfer-Encoding: binary
From: Jacie m <jacie@bananasales.com>
To: Bill Manager <bill@bananasales.com>
CC: Karen M <karen@bananasales.com>, Jennifer M<accounting@bananasales.com>, Richard Banana <richard@bananasales.com>
Subject: New Vendor V500 Kinequip
Thread-Topic: New Vendor V500 Kinequip
Thread-Index: Ac65KmAhRpBlcABS1iSIQtyFP0lNg==
Date: Tue, 24 Sep 2013 09:34:48 -0400
Message-ID: <11a70ffdda064e0a9ffede7be97fee4b@BS-INF-EXCH01.BS.local>
Accept-Language: en-US
Content-Language: en-US
X-MS-Exchange-Organization-SCL: -1
X-MS-TNEF-Correlator: <11a70ffdda064e0a9ffede7be97fee4b@BS-INF-EXCH01.BS.local>
MIME-Version: 1.0
X-MS-Exchange-Organization-AuthSource: BS-INF-EXCH01.BS.local
X-MS-Exchange-Organization-AuthAs: Internal
X-MS-Exchange-Organization-AuthMechanism: 04
X-Originating-IP: []
X-MS-Exchange-Organization-Network-Message-Id: abacca3f-0147-4dac-8f1e-08d08741f9a3
Return-Path: jacie@bananasales.com
X-MS-Exchange-Organization-AVStamp-Enterprise: 1.0
Sorry for not getting back to you... took a little hiatus from EE.  Anyway, that is starting to make a little more sense now.  I don't believe that you are going to be able to change what is happening in the Server, because, of how Exchange handles email.  It has been some time since I looked into this, so my terminology may be off a bit.  If an email is received by Exchange that is addressed to the same person multiple times, whether that is through multiple distribution lists or the address in the To: BBC: and CC: fields, Exchange will only deliver a single message to the user.  This isn't Single Instance Store, but I think the ideas may have been linked in the past.

So you have a few different cases to watch for:

1. email not sent to Manager(Bill or Bob), but to an employee needs to go to employee's folder only.
2. email sent to Manager and employee needs to be sent to both inbox and employee's folder.
3. email sent to Manager and not to employee needs to stay in inbox.

I think that it is going to be best to make the Exchange MAILFLOW rule stamp a custom header to the email in order to help Outlook know which messages have been processed by this filter and not an email that the manager was BCC'd.  In addition to this, we will need to add a new SMTP address to the Manager that will only be used to BCC messages to him.
The ability to make sure the wrong email isn't deleted is depenant on being able to use this second SMTP address is that MAILFLOW rule.

The outlook rules can then check for that header and copy the message as needed, until a final delete message from inbox rule.  Here is an example:

Rule 1:
Apply this rule after the message arrives
sent to karen@bananasales.com
  and with X-BCCForwardedManager in the message header
move a copy to the karen folder

Rule 2:
Apply this rule after the message arrives
sent to accounting@bananasales.com
   and with X-BCForwardedManager in the message header
move a copy to the Jennifer M folder

Rule 3:
Apply this rule after the message arries
with X-BCForwardedManager in the message header
delete it
except if sent to manager@bananasales.com

The order of these rules is very important.  If you delete message before all the move a copy rule, it can't move a copy.  The last rule will make sure that a message sent to the Manager and an employee does not get deleted from the mailbox.  This is why that second SMTP addresss is cruicial, otherwise, we would have no way of determining if a copy of the message should stay in the inbox.

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Microsoft Applications

From novice to tech pro — start learning today.