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  1. #1
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    Filter ougoing email by mailbox (Outlook 2003)

    Hi. We have five people in a department who all have access to a shared mailbox in Outlook 2003. We're at a university with a full Exchange server / Active Directory setup. Some users are on Windows XP and others are on Windows 2000. The shared mailbox receives mail sent to the departmental address (e.g. library@example.com). Users also receive email at their own accounts (e.g. user@example.com).

    When users respond to messages in the shared mailbox, the outgoing message copy is saved in the individual users' Sent Mail folder (e.g. user@example.com Sent Mail). We would like to save outgoing mail sent to library@example.com in the library@example.com Sent Mail folder. I can't figure out how to set up a rule to do this. If I make a new rule, start with blank rule, check messages after sending, the list of conditions doesn't include "sender" or any option to check for words in the mail header.

    I've also tried setting up server-based rules in the library@example.com account, but any rule to file outgoing mail in a folder is automatically set up as a client-only rule, so that didn't work.

    Any suggestions would be appreciated.

  2. #2
    Plutonium Lounger Leif's Avatar
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    There may well be a more elegant solution (and I'm not even sure this would work), but could you create a rule to assign these incoming messages to a specific (custom) category, then check for that catagory on the outgoing when you reply?

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    Re: Filter ougoing email by mailbox (Outlook 2003)

    Unfortunately, it doesn't appear that Outlook automatically runs rules on the library@example.com Inbox messages, so the rule I created doesn't get applied to incoming messages to that account.

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    Plutonium Lounger Leif's Avatar
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    I'm afraid I'm on 2002 here, but this should be similar:

    To what address are library@example.com Inbox messages sent? If it is literally library@example.com you should be able to add that address to your contacts/address book and assign a rule to that, no?

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    Re: Filter ougoing email by mailbox (Outlook 2003)

    Yes, they are sent to library@example.com. However, when I run Outlook, rules aren't run against messages in the library@example.com Inbox mailbox. They are only run against user@example.com Inbox.

    I can set up server rules on the account, and I can set up a rule that is applied to every message received by library@example.com (e.g. autoreply messages, move message to specific folder). However, categories, flags, importance levels and pretty much every other option I can find that would be useful are automatically client-only rules. Thus, they won't be applied. I can't find any server rules I can apply to incoming messages that would trigger an outgoing rule for replies to those messages.

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    Re: Filter ougoing email by mailbox (Outlook 2003)

    From what you say about your setup, you will be on Exchange 2000, if not 2003. This means that their is actually a user set up in Active Directory with a UserName of "library". Given that, it is not impossible (for security reasons) that you - as different users - are ]not able to configure Rules on the Library mailbox. It sounds like you'll need to have a session with whoever has Admin access to the Exchange Server - establishing how the Library AD account can possibly be reconfigured. HTH
    Gre

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    Re: Filter ougoing email by mailbox (Outlook 2003)

    unkamunka, I don't understand the server side, just the client side - is "library" a special kind of mailbox in Exchange Server? Would it prevent me from proposing a code solution on the client side for the shared mailbox?
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    My esteemed [ozzie] colleague, unfortunately, I don't have a running Exchange set-up to test against.

    There's no harm in trying out the code, but I tend to think that the OP (and his colleagues) have effectively been given very circumscribed access to a "third party" mail account. The closest I can come to is saying that it's like a delegate privilege that a PA may have. "Library" could theoretically log on to the Domain, but, as it never does, mailbox sharing privileges (of a so far limited sort) have to be doled out by the Exchange Admin.

    That said, there's no reason why I couldn't be wrong and your code turn out to be the perfect solution.

    HTH
    Gre

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    Re: Filter ougoing email by mailbox (Outlook 2003)

    There might be a code solution, but a code solution within my skills is client-side, and has to be applied to each user, and also would also be folder-dependent and thus can be broken by structural changes. (The other problem I'd have writing a code solution is I don't have the setup you describe to emulate and test on.)

    Does each user usually have two mailboxes open, such as:

    Inbox - Username + <foldertree>
    and
    Inbox - Library + <foldertree>?

    If so, when a user replies to messages in the shared Mailbox, it is saved in Username/Sent Folder, but what is the Sender name on the message?
    -John ... I float in liquid gardens
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    <hr>There's no harm in trying out the code, but I tend to think that the OP (and his colleagues) have effectively been given very circumscribed access to a "third party" mail account. The closest I can come to is saying that it's like a delegate privilege that a PA may have. "Library" could theoretically log on to the Domain, but, as it never does, mailbox sharing privileges (of a so far limited sort) have to be doled out by the Exchange Admin.<hr>

    Yes, this is the case. We cannot log on to the domain as "Library" - the domain administrator has not (and will not) shared the password to the Library account with us. Our individual accounts have delegate privileges to the Library account on the Exchange server, but we don't have any other rights within the Active Directory setup.

  11. #11
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    When I log in to Outlook 2003, in the left panel:

    All Mail Folders
    --Username
    ----Deleted Items
    ----Drafts
    ----Inbox
    ----Junk Email
    ----Etc.
    --Mailbox - Library
    ----Deleted Items
    ----Drafts
    ----Inbox
    ----Junk Email
    ----Etc.

    When I send mail from any account, it is saved to Username Sent Mail. In the header, the sender is identified as Username or Library, depending on what I selected. If Outlook would simply allow me to make a rule with the condition "appears in header" for outgoing mail, I wouldn't have any problems. The problem is that I can't figure out how to filter on the outgoing username.

    Does that make sense?

  12. #12
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    <img src=/S/hmmn.gif border=0 alt=hmmn width=15 height=15> Code may fail if you have limited rights to the mailbox, the same as if I code actions upon Public Folders to which I don't have Post rights (from experience <img src=/S/grin.gif border=0 alt=grin width=15 height=15>).
    -John ... I float in liquid gardens
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  13. #13
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    Makes sense. Are all users on Outlook 2003, or a mix of Outlook 2003, XP and 2000?
    -John ... I float in liquid gardens
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    <hr>Makes sense. Are all users on Outlook 2003, or a mix of Outlook 2003, XP and 2000?<hr>

    Everyone is using Outlook 2003. Some are on Windows XP and others are on Windows 2000. (Some people are using Entourage on Macs, but not in our workgroup. I use Evolution on Linux at home, but it won't connect to the shared mailboxes).

  15. #15
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    Re: Filter ougoing email by mailbox (Outlook 2003)

    This doesn't seem to work - outgoing mail is still stored in usersent items. However, the Outlook VBE is fascinating, so if nothing else I've learned a little more about Outlook. Is there something I could trigger with the On Error event that might help figure out why this isn't working?

    Thanks for all your suggestions, btw.

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