Outlook – Microsoft Outlook – rules for groups affecting mails coming from individual

microsoft-outlookrules

I am running outlook 2016.

I have a set a number of rules to move messages as and when they come to inbox.

For examples I receive mails from an distribution list and i have created a rule to move it to a folder, let us say "support" folder. The rule works perfectly. However there is one person who is part of this distribution list and sends mail to me. Issue is that even mails sent from his ID directly to me also moves to the support folder.

How to rectify this ? Or is there a different way to handle such mails ?

Simha

Best Answer

This is the expected behavior. The rule with "From group" condition will apply to all messages received from any member of the group.

To work around this, edit the rule condition to 'with specific words in the sender's address', click 'specific words' and add the address of your group.

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Outlook – Create Outlook rule which runs AFTER move mail to specific folder

No direct way using rules only. You can have server-side "move" rule, but Outlook rules don't trigger on events other than incoming/outgoing mail.

What you really can do is to create a VBA script than will trigger on new items in that particular "done" folder and mark these items as read. But this will execute on client only. Something like this (for Inbox\DONE subfolder):

Public WithEvents FolderItems As Outlook.Items

Private Sub Application_Startup()
   Set FolderItems = Session.GetDefaultFolder(olFolderInbox).Folders("DONE").Items
End Sub

Private Sub FolderItems_ItemAdd(ByVal Item As Object)
    On Error Resume Next
    If Item.UnRead Then
        Item.UnRead = False
        Item.Save
    End If
End Sub

The most complex way is to create a server-side tool that will monitor this "done" folder and periodically mark items as read, this can be done in a form of Windows Service or just a standalone script that you can run using Windows Scheduler, for instance. You can also use third-party tools for that.

Best Answer

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Outlook – Create Outlook rule which runs AFTER move mail to specific folder

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