How to set MS Office Outlook?

MS Outlook Message Rules

• I have a problem with message rules in MS Outlook. We have a small office where we run 3 PC's through a broadband router for mail and internet use. I have assigned various computers to different staff and they all have email aliases which come to a generic address I than direct them to the correct PC by setting up message rules that allow only the correct mail to be downloaded to that PC. With Outlook Express I have simply set up a rule that says "don't download from server" mail for certain email addresses that appear in rule. It works fine. We now have a staff member who wishs to use MS Outlook 2000 and while it appears to have a lot of bells and whistles I can't find a message rule that simply tells Outlook "not to down load from server" like Outlook Expess does. I would appreciate any help you could give. Regards Phil Bellette

• Answer:

  Hello Phil, Thank you for your question. Searched and searched and the "do not download from server", while in Outlook Express just is NOT in Outlook. But I came across a great workaround for you in one of the Usenet Groups: http://groups-beta.google.com/group/microsoft.public.outlook.general/browse_thread/thread/d98d3eaee93eb24f/9bc515d52f6d82c1?q=%22outlook+2000%22+%2Brules+%2B%22do+not+download%22+OR+%22keep+on+server%22&rnum=19&hl=en#9bc515d52f6d82c1 "...And, once you've done what I suggest a couple of times, it will be quite easy.. but you've GOT to set it up right or there could be trouble! You'll have to do this for EVERYBODY.. OK? Suggestion 1, "Make it so everyone can recieve all the mail at least once each': Go to 'Tools\Accounts\' and click on the 'Advanced' tab.. Way down at the bottom is (I hope) an area called 'Mail Delivery' with options for server settings.. do ALL of the following IN ORDER: Check the 'Delivery' box to enable delivery settings. Check the 'Keep a copy on the server for and select something like 10 days (enough time for everyone to check mail) UNCHECK (REALLY!!) the 'Delete from server when removed from 'Deleted Items' folder'.... Make SURE it is OPEN... Click on 'APPLY' (you shoudn't HAVE to do this.. but things often work better if you do,, so DO IT!) Click on 'OK' and back on out of Accounts. Now, I THINK that as each person logs on, they'll get ALL the messages (unless that particular person has already recieved that particular message, then they don't). So EVERYONE can at least RECEIVE everything they need to recieve. Suggestion 2 "Make it so everyone doesn't have to spend an hour deleting mail they don't need": Go to 'Tools\Accounts\' and click on 'Properties' and make sure the 'First name' field information matches the first part of the e-mail addrress (eg: For poor old Fred who's e-mail address is '[email protected]', you want to make sure that 'Fred1' is in the "Name' field,, so his name would be 'Fred1 Joebubba' or something....) I'm pretty sure that will be critical. Set up a rule that says: Apply rules after message arrives Where my name is NOT in the 'To' box Delete it (NOT NOT NOT the 'Delete it from server'.... that will kill EVERYTHING! and I'd leave 'permanently delete it' alone as well!) And stop processing more rules (ALWAYS have that rule). Now, what you've done is make it so the BOTH Fred AND Alice (you DID set up Alice's machine the same way, RIGHT?) will, technically, receive ALL the mail.. Even after Fred downloads all the messages from the server, his settings (Keep a copy on the server) make it so that when Alice logs on an hour later, they are STILL THERE and SHE will get them as well, so, his AND hers will go to each machine. BUT.... the rule will make it so that Fred never sees Alice's mail because it is automatically deleted from Fred's machine (and ONLY Fred's machine). And that Alice doesn't see Fred's mail because HIS is deleted from HER machine. And I'm serious as a heart attack about making sure that Fred's first name in 'Accounts\Properties\General' matches Fred's e-mail address.. I'm pretty sure that 'Where my name is not in the 'To' box' relies on that First Name field! Of course, then I would fully expect you to test this by sending Fred and Alice one mail each, but separate mails.. and checking to see that Fred gets his, then an hour later Alice can get hers. .." This should take care of your problem. Search Strategy: "outlook 2000" +rules +"do not download" OR "keep on server" I trust my research has provided you with a usefuyl workaround for this problem. If a link above should fail to work or anything require further explanation or research, please do post a Request for Clarification prior to rating the answer and closing the question and I will be pleased to assist further. Regards, -=clouseau=-