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Office365 on Outlook 2010 wont run rules completely

Posted on 2013-11-04
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Last Modified: 2013-11-08
We recently switched our POP3 account to an Office365 account at our office. We use Outlook 2010 for our email. We have a special account set up that just receives emails from clients/vendors and then forwards these emails to distribution groups within our company and puts them in a sub-folder on that account. For some reason it will only receive the email and put it in the folder. It will not forward the email to the distribution group. There are 10 of these rules in place but they all do the same thing. I've increased the rules quota to no avail. I've blown away the distribution groups and rebuilt them many times. I've also rebuilt the rules many times to no avail. I know that Office365 has its issues and it has been a pain for us with some things so far, but is this an Outlook 2010 issue or another Office365 issue?
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Question by:tacwest
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by:Diverse IT
ID: 39623345
Hi tacwest,

Why aren't you using the Office 2013 licensing...do you only have the Online Exchange Plan (email only)?

Although Outlook 2010 is supported, you must download & install Desktop Setup. If you haven't done that already login to OWA then go to Settings > Office 365 Settings > software > desktop setup. I'd recommend Outlook 2013 but if you don't have the correct plan obviously you have to stick with OL 2010.

Issues...not sure what you mean. Nothing outrageous that I've seen.

You have to keep in mind there are Transport Rules, Server-based Client Rules and Client-Only Rules. To achieve you objective of having email sent to "Mailbox A" copied to a DG then moved to a sub-folder within Mailbox A's directory - just setup a Transport Rule to copy the email from Mailbox A to the specified DG. Then within Mailbox A's OWA setup a Server-based Client Rule to move the email to the specified sub-folder.

How did you increase the rules quota...PowerShell? You shouldn't have to do this...I have 40 some rules on default settings.

Let me know how it goes!
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Author Comment

by:tacwest
ID: 39625199
I changed the rules quota (PowerShell) because I couldn't set up my 10 rules without getting a pop up telling me I didn't have sufficient space. I was tired of having to change display names and the rule name to something short. 64kb for rule size is a joke in my opinion for rules. They are not massive rules, only 3-4 steps within each rule. Receive it from recipient('s), forward to DG, move it to sub folder. We have volume licensing for MS 2010, and are using the Online Exchange Plan only.

Wasn't aware of any Desktop Setup software. I wasn't in charge of setting all of this up, it was dumped in my lap after the fact. I'll give this a try and see if anything resolves itself. Thanks

-Randy
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Diverse IT earned 500 total points
ID: 39625371
Yeah, Desktop Setup software is specifically for pre-installed supported versions of Outlook/Office. If you read up on it...installing it is a must. I have seen things work without it but I wouldn't chance it and like I said out of all our client deployments we have not seen one issue on the client-side. We've mostly seen issues with very complex Transport Rules and some issues with OPE but everything gets resolved in a reasonable time-frame.

That is odd that 10 rules have put you over the default Rule Size Limit of 64kb. It sounds like the rule cache is growing on the server...something when you delete and add rules the total calculated size increases in the cache. I'd call Microsoft to resolve that but it's probably a moot point now since you have most likely modified the Rule Size Limit to 256kb.

You can gain an estimated perspective on how big your rules are by exporting them from Outlook. Look at the file size and you'll see how big they actually are. This is estimated because when they get imported to the server there are other factors that slightly change this number.

You can attempt to clear out the rules cache without accessing the server (cause you can't in Office 365 and I don't know of a way to do this in PowerShell w/o calling MSFT) by deleting all the rules in OWA and leave them for at least 4 hours.

Let me know if it still acts up. Cheers!
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Author Closing Comment

by:tacwest
ID: 39633963
I resulted in switching this to a POP3 Office365 Outlook 2010 email account as I was under pressure to get this back up and going for the client. I did run the Desktop Setup on this laptop with the email account in the event I decide to take a chance and set it back up as an Office365 Exchange account on the laptop
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Expert Comment

by:Diverse IT
ID: 39634272
I'm glad I could help and thanks for the points!
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