University Systems help centre

Creating server and client side rules

Rules are simply sets of instructions that you use to tell Exchange how to handle your mail. They can be used to screen for certain messages and are often referred to as Filters.

For our purposes, email rules can be a powerful tool for simplifying our mail handling. The more mail you have in your Inbox, the more likely it is that you require a rule to manage it. Consider this scenario: you are responsible for coordinating and scheduling the activities of several individuals who participate in multiple meetings daily. Your Inbox will quickly get cluttered with Declines, Accepted, and Tentative meeting responses, potentially pushing out of view other, more important messages.

By using some of the built-in rules templates or creating new rules we can significantly enhance our email and calendaring experience.

The difference between server and client side rules

Server side rules are stored on the UVic Exchange server and execute on the server, on messages that you receive. Client side rules also exist on the server but act on messages that you send. For example, a rule that would have all mail sent to to be copied to a specific folder would only execute when you send a message. The rule itself will execute from any computer and location where you have an Exchange connection and are using Outlook. Client-side rules will not execute when using OWA or other mail clients unless they were specifically setup on that computer.

Important note: Outlook 2007, 2010, and 2013 all offer server and client side rules capabilities. Outlook 2011 for Mac and Entourage 2008 do not have the ability to set server-side rules. Mac users can use Outlook Web App to set server side rules. Once the rules are applied, Entourage would properly receive processed rules from the Exchange server

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Outlook Web App