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Rules Overview

You can manage your email messages by using rules to automatically perform actions on incoming messages. After you create a rule, Outlook Web Access applies the rule to messages that arrive in your Inbox.

  • A rule in gray type can't be modified by Outlook Web Access because its conditions can't be interpreted or it doesn't specify an action.
  • A rule in red type contains an error related to the folder you want the rule to move or copy the message to. Select the rule, click Modify, and then correct the rule.

Rules created with the Microsoft Outlook client

When you choose to create or modify a rule, Outlook Web Access checks your Microsoft Exchange server for rules you created using the Microsoft Outlook client.

If you use rules in Outlook, Outlook Web Access may interpret them differently depending on the version of Outlook you used to create them. In fact, some rules created with earlier versions of Outlook are incompatible with Outlook Web Access. For information about compatibility limitations, see the section below.

Outlook 2000 and Outlook 2002

Following are specific limitations to creating and using rules between Outlook Web Access and Outlook 2000 or Outlook 2002.

  • If you create, modify, or delete rules in Outlook Web Access, any rules you disabled in Outlook 2000 or Outlook 2002 will be deleted.
  • Rules with conditions or actions that Outlook Web Access can't interpret, or rules with no action specified, are displayed in gray type.
  • If you open the Outlook 2000 or Outlook 2002 Rules Wizard after creating or modifying rules in Outlook Web Access, you will be warned about a client-server conflict. To preserve the rules you created in Outlook Web Access, select Server in the message box.

Creating a rule

  1. Click Rules in the Navigation Pane.
  2. With the Rule screen open, click New. The Edit Rule dialog box appears.
  3. In the Rule Name field, type a name for the rule to give the rule a specific name. If this field is left blank, OWA will generate a name from the rule criteria you specify.
  4. Under the When a message arrives section, specify any or all of the following conditions:
    • To base the rule on who sent the message, type the users email address or distribution list name in the From field contains field. To find the person or distribution list in the global address book or your contacts, click Address Book .
    • To base the rule on words in the subject of the message, type the words in the Subject contains field.
    • To base the rule on the importance setting of the message, select the importance in the Importance is menu.
    • To base the rule on who the message was sent to, type the users email address or distribution list name in the People or Distribution List field. Separate two or more entries with a semicolon (;). To find the person or distribution list in the KU Global Address Book or your contacts, click Address Book .
    • To base the rule on messages that are sent only to you, select the Sent only to me check box.
  5. Under the Then section, specify what to do with the message if it meets the conditions you set in step 4:
    • To move the message to a folder, select Move it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box.
    • To copy the message to a folder, select Copy it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box.
    • To delete the message, select Delete it.
    • To forward the message to someone, select Forward it to, and then type the users email address or distribution list name in the adjacent box. Separate two or more entries with a semicolon (;). Click Address Book to help you locate a person. By default, a copy of the forwarded message is kept in your Inbox.
  6. Click Save and Close.