Results 1 to 8 of 8
  1. #1
    2 Star Lounger
    Join Date
    May 2002
    Location
    Jerusalem, Israel
    Posts
    187
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Rule Size Limitation (Outlook 2003)

    I work in two jobs at the same company: Sales and Administration.

    I want to make sure my email inbox is sorted so that all Sales emails and all Admin emails are separated. I don't want to automatically move them out of the inbox because then I won't see them. I normally move them manually to secondary folders once I've dealt with them.

    My solution was to sort the inbox by category and then by time received (so there are 3 sections: No Category, Sales, Admin). I then set up a rule to say that all email from anyone in the Sales Team automatically gets the category _Sale, which then ensures the email is sorted into the Sales section of my inbox. All email from anyone in the Admin, AA Group and Customer service lines automatically are tagged with the _Admin category, which ensures the email is sorted into the Admin section of my inbox.

    This is perfect because when I am in one job, I don't want to deal with emails from the other, so I can just close that section and concentrate on the emails that I need to see and not those I don't need to see.

    The problem is that there are so many people in the _Admin category that Outlook disables the rule because there isn't enough room to store it (apparently there is only 32KB of space).

    Is there a better way to create a rule that applies to a whole bunch of people without taking up too much room? Maybe you have another solution?

    Thanks for your help,

    JoeK

  2. #2
    Uranium Lounger
    Join Date
    Dec 2000
    Location
    Salt Lake City, Utah, USA
    Posts
    9,508
    Thanks
    0
    Thanked 6 Times in 6 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Are you running out of Rule space because you have to create a Rule for each possible Sender? If not can you describe how the Rule knows to assign a Category to each message?
    -John ... I float in liquid gardens
    UTC -7ąDS

  3. #3
    2 Star Lounger
    Join Date
    May 2002
    Location
    Jerusalem, Israel
    Posts
    187
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Thanks for your reply. The way I tried to set up the rule was:

    If incoming mail contains the following email addresses then apply the category.

    I only have two rules (for this) I listed all of the email addresses I know belong to Sales in the rule for Sales, and all of the email address I know belong to Admin in the rule for Admin. There are 20 email addresses in the Sales rule and Over 100 email addresses listed in the Admin rule.

    I only have three other rules.

  4. #4
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Location
    Silicon Valley, USA
    Posts
    23,112
    Thanks
    5
    Thanked 93 Times in 89 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Based on the article "Some rules are disabled, and you receive an error message when you try to enable them after you upgrade to Outlook 2007 or to Outlook 2003 (MSKB 886616)," it appears the easy solution for you is to persuade your IT to upgrade to Exchange 2007. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    But seriously, if Microsoft's other tips do not help, you could use VBA (in rules-speak, a script) to process your incoming messages. I suspect this is slower than native rules, and unfortunately it is a client-side-only script (it cannot run on the server), so it would be a last resort. Or perhaps a last re-sort. You could run it against your Inbox when you start work to catch up on unsorted mail from overnight. Maybe that wouldn't be so bad after all.

  5. #5
    2 Star Lounger
    Join Date
    May 2002
    Location
    Jerusalem, Israel
    Posts
    187
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Mmm. I took a look at the MS article. It wasn't too helpful in my situation. I thought about running a script for this, but I don't really know too much about macros/vba/scripts in Outlook. I did find a thread in this forum about it (lost it now) and tried to implement it, without success.

    Can you suggest a place I can go to where the code is described so I can understand it?

    Really appreciate your help.

    BTW: I don't think I'll have much luck convincing IT to upgrade to Exchange 2007. They are slow on the uptake - perhaps for good reason, I don't know :-)

  6. #6
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Location
    Silicon Valley, USA
    Posts
    23,112
    Thanks
    5
    Thanked 93 Times in 89 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Something like this? You need to delimit the address list with something that can't possible appear in an email address, such as pipe (|). I'm concerned that it will not work for Exchange addresses due to the X.400 format. I can't recall whether there is a way to get the SMTP address.

    <code>Sub CategorizeMailBySender(Item As Outlook.MailItem)
    Const strSalesSenders As String = "ms.salesexec@company.com|mydemo@company.com"
    Const strAdminSenders As String = "mr.copyroom@company.com|veep@company.com"
    If InStr(1, strSalesSenders, Item.SenderEmailAddress, vbTextCompare) > 0 Then
    Item.Categories = "Sales"
    ElseIf InStr(1, strAdminSenders, Item.SenderEmailAddress, vbTextCompare) > 0 Then
    Item.Categories = "Admin"
    End If
    End Sub

    Sub CategorizeMeetingBySender(Item As Outlook.MeetingItem)
    Const strSalesSenders As String = "ms.salesexec@company.com|mydemo@company.com"
    Const strAdminSenders As String = "mr.copyroom@company.com|veep@company.com"
    If InStr(1, strSalesSenders, Item.SenderEmailAddress, vbTextCompare) > 0 Then
    Item.Categories = "Sales"
    ElseIf InStr(1, strAdminSenders, Item.SenderEmailAddress, vbTextCompare) > 0 Then
    Item.Categories = "Admin"
    End If
    End Sub</code>

  7. #7
    2 Star Lounger
    Join Date
    May 2002
    Location
    Jerusalem, Israel
    Posts
    187
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Thanks for that, but I couldn't get it to work. However, I did come up with a solution that will work for me. I created a new Contacts list called "Admin" and placed contact cards in there for all of the Admin staff (they are on a Global list on the Exchange Server, so I never actually had them locally on my machine).

    Then I created a rule that said: mark all incoming mail with the category "Admin" if they are found in the "Admin" contacts list.

    Works a charm and I don't run into that Rules size problem because all of the relevant email addresses are in the Admin contacts list and not in the Rule itself.

    Nifty, huh?

  8. #8
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Location
    Silicon Valley, USA
    Posts
    23,112
    Thanks
    5
    Thanked 93 Times in 89 Posts

    Re: Rule Size Limitation (Outlook 2003)

    Perfect solution. Much easier to manage changes to a distribution list than to a rule. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •