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  1. #1
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    Rules in Outlook (2000 (SR1))

    I've been using rules in Outlook for some time now. Recently added some more and got the following message:
    "There is not enough space on the Microsoft Exchange Server to store all of your rules. The rules that failed to upload have been deactivated"

    I have about 30 rules, and have learned since that there seems to be a limit somehow. I actually wanted to add about 30 more... any ideas??

    Thanks,

    EJ

    PS. I'd prefer the more 'official' solutions [changes in Exchange server settings??] over {commercial} add-ins and/or "write some VB to do the same locally"... nevertheless, suggestions related to these last solutions are welcome as well!

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    Re: Rules in Outlook (2000 (SR1))

    Thanks Leif, I'd been there. These are descriptions of my problem but basically no (usable) explanation on how to deal with this (fyi: I'm NOT using any distribution lists in my rules).
    My problem is that although my rules are quite simple ("If this is in the subject line, forward to person#1 and person#1"), I have and need many of them... The limit of 32Kb seems to be hitting me <img src=/S/bash.gif border=0 alt=bash width=35 height=39>...

    Any more suggestions? Can the 32Kb limit be changed (best)? Add-ins maybe (ok)? Clever splitting of the rules, believe the 32Kb is there for each folder (difficult)?, VBA code that runs in my Inbox and is doing these rules for me (simplest?)...

    Thanks,

    EJ

  4. #4
    Plutonium Lounger Leif's Avatar
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    Re: Rules in Outlook (2000 (SR1))

    Nothing constructive I can add, I'm afraid.
    It may be worth checking out ExLife.

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    Re: Rules in Outlook (2000 (SR1))

    exlife is your only option, the limit can not be changed. it has several advantages, including the ability to copy rules and run manually with one click. Rules Wiz offers some rules exlife doesn't but you can use both - this also means you don't have to recreate all the current rules immediately. (i would move all to exlife, eventually.)

    BTW, IMO mode does not have a limit AFAIK, so if you aren't using exchange server, that would be a option to consider...

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    Re: Rules in Outlook (2000 (SR1))

    It's solved!! <img src=/S/cool.gif border=0 alt=cool width=15 height=15> I did install ExLife and do believe that will work fine... However, our own helpdesk ( <img src=/S/clapping.gif border=0 alt=clapping width=19 height=23>), indicated that actually there are TWO types of rules: Server-based and Client-based.

    As soon as a rule needs sort of local-stuff, it will be "Client-Only" and THUS will not 'count' to fill up the server.

    What I ended up doing is in stead of:

    <font color=blue>"if this email comes from Mr.X, forward it yo colleague Y and move it to the "deleted items" folder"</font color=blue> (which generates a server based rule)

    I change them to look like this:

    <font color=blue>"if this email comes from Mr.X, forward it yo colleague Y and move it to the "deleted items" folder"</font color=blue>

    Yes, I know... it looks the same.... here's the trick: <font color=red>when selecting the deleted items folder the second time: I point to the deleted items folder in my personal folders !!!</font color=red> This will make the rule "client-based" and my problem is solved <img src=/S/bingo.gif border=0 alt=bingo width=15 height=22>

    EJ

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    Re: Rules in Outlook (2000 (SR1))

    Here's a refresher to my original question... it seems that it is not completely solved afterall as a new, and even more strange problem, seems to have surfaced... <img src=/S/bummer.gif border=0 alt=bummer width=15 height=15>...

    Let me refresh your memories (and save you from re-reading the thread):
    <UL><LI>I've quite some outlook rules (>35)
    <LI>Most of them are 'client'-type rules (meaning they use something on the client's computer and therefore only run when the client is active and has Outlook running).
    <LI>My rules normally look like this:
    1. <LI>check if email comes from certain source/sender
      <LI>check subject line (different subject lines fire different rules)
      <LI>forward email to colleague (the subject determines to which colleague)
      <LI>move to my "delete items" folder (in my personal-folders... that's what made it a client-rule)
    [/list]Here's what strange:
    Only a few rules actually seem to be working (I have the impression to be honest that none of them are working anymore). When I run the rules manually however (using "Run Now") each and every rule works just as expected... <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23>

    Anybody???

    Erik Jan

    PS. I'm NOT running any external add-ins (yet). As I feel Outlook should work, I'd be looking for a 'fix' / 'workaround' / 'explanation' first. I have been pointed to the ExLife addin and will re-consider if all else fails...

  8. #8
    Plutonium Lounger Leif's Avatar
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    Re: Rules in Outlook (2000 (SR1))

    Do you have Outlook already running when it appears not to work?
    As far as I am aware, Outlook needs to have loaded all the rules before downloading messages for it to function correctly. In other words, if you have closed Outlook, then reopen it and it checks for new messages immediately, the rules will not work because they have not had a chance to load.
    However, they will run manually of course because by that time they will have been loaded into Outlook.
    (Even in 2002 it does not work.)

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    Re: Rules in Outlook (2000 (SR1))

    OK, I understand what you are suggesting. Indeed, I do close down Outlook at the end of the day and re-open the next day.

    Even understanding your points and explanation I find it very strange that rules would work like that... anyway, would there be anything I could do about that???

    Erik Jan

    PS. Initially I had server-rules (when I don't move them to the deleted-folder in my personal-folders but just delete them they CAN run on the server). Problem here is/was that the server allows only about 20 rules (that seems Exchange/Outlook related).

  10. #10
    Plutonium Lounger Leif's Avatar
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    Re: Rules in Outlook (2000 (SR1))

    Either do do not close down Outlook, or set it to manually send/receive only.
    The problem I referred to above would only manifest itself when you first open Outlook. If it was the cause, you would only suffer the rules not working first thing but they would (should) run during the day.

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    Re: Rules in Outlook (2000 (SR1))

    Yep, understood, thanks Leif.

    However this is not practical in my case. I frequently log-on to other systems, I must log-off from Outlook therefore to prevent all sorts of problems with personal folders etc.
    Also setting Send/Receive would be not directly a preferred thing as Outlook is running the whole day and I'd then would have to hit the Send/Receive button manually all the time.

    However... I do see an opportunity... what if (and I don't even know how to), I'd have an Auto_Close VB-module that would DISABLE automatical send/receive and then have an Auto_open that would wait, say 10 seconds (to allow the rules to load) and THEN enable automatical send/receive... Would/could that fix it??

    Erik Jan

    PS. Would also ExLife solve my problem?

  12. #12
    Plutonium Lounger Leif's Avatar
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    Re: Rules in Outlook (2000 (SR1))

    MJ and others will be better versed at answering those questions, I'm afraid.
    But you could try to pinpoint if this is the problem - if you switch to manual send/receive so that you control when messages are downloaded, do the rules appear to work?

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    Re: Rules in Outlook (2000 (SR1))

    I don't think you can control send/receive using VBA, since it's controlled by a registry entry that is read at startup and I think it won't kick in until you log off and back on. You can try though... you might need to do do a manual pass the first time to jump start it.

    Exlife should solve the problem and if not, it's very simple to run it 'offline' with just a click or two.

    i'm more interested in why you need to keep logging off outlook and why it's a problem with personal folders if you don't.

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    Re: Rules in Outlook (2000 (SR1))

    I've noticed that if I am logged onto Outlook on one system and have accessed my personal-folders through another session elsewhere. I cannot access my personal folders again on the original (and I think any new) system anymore. I have to log out and back-in again. Don't know why...

    ErikJan

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    Re: Rules in Outlook (2000 (SR1))

    This might be a too simple question but how do I even control the Send/receive in the first place (I mean, even manually)... I'm in a network here and cannot find any options allowing me to control its behavior....

    BTW check ExLife briefly (didn't load though) but this seems to have similar problems, here's what's on their website:

    <font color=blue>inbox assistant: apply these rules when the message arrives
    outbox assistant: apply these rules when the message is sent
    folder assistant: apply these rules when the message is created in defined folders</font color=blue>

    It probably depends again what is earlier: loading and processing of this addin (and Outlook's own) or actual receiving of my emails after I start Outlook....

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