Microsoft KB Archive/154774

= XCLN: Exchange Client Inbox Assistant Rules FAQ =

Article ID: 154774

Article Last Modified on 10/28/2006

-

APPLIES TO


 * Microsoft Exchange Client 5.5
 * Microsoft Exchange Client 5.0
 * Microsoft Exchange Client 4.0
 * Microsoft Exchange Client 5.0

-



This article was previously published under Q154774



SUMMARY
Rules are set using either the Inbox Assistant or the Out Of Office Assistant options from the Tools menu in any of the Microsoft Exchange Clients for Windows while connected to a Microsoft Exchange Server computer. Each rule consists of two elements: one or more conditions that specify which items the rule applies to, and one or more actions that specify what to do with a qualifying item.

When a rule is created, it is stored on the Exchange Server computer, including any template messages for replies. When a message arrives, the Exchange Server computer evaluates the message and determines if it has fulfilled any rules criteria. If it does, the Exchange Server computer will then process the message according to the rule action.

Rules are Exchange Server-based and are executed on the Exchange Server computer even if the user is not logged onto mail. If the Exchange Server computer is not able to execute a rule (for example, moving mail to a local folder when the user is not logged on to the server), a Deferred Action Message (DAM) is created, which is used to complete the action when the client reconnects to the Exchange Server computer.

Rules which require deferred actions are determined at the time the rule is created. When the DAM is received on the client, it is evaluated by the client and the requested action is performed. The DAM is then deleted. When a message arrives at the Exchange Server computer, it is evaluated independently against ALL existing rules before any action is taken. Then all rules that apply to the item are executed.



MORE INFORMATION
Q: Are Inbox rules related to the profile that was used to create them?

A: There are two types of Inbox rules: profile-dependent and profile-independent:

Profile-dependent: Otherwise known as profile-specific rules. These rules will be executed only when logged onto Exchange Server with the profile that created the rule. Any one of the following actions in a rule make that rule profile-dependent:
 * Alert With (New Items of Interest dialog box)
 * Move/Copy To a folder in a Personal Store (.pst)
 * Move/Copy To a public folder
 * Custom Action

NOTE: Each Exchange Server profile that is created, no matter what the name, has a unique ID number assigned to it. If two profiles have the same name, they are still unique profiles.

Profile-independent: Otherwise known as server-specific rules. These rules are available for editing, appear black, and their actions take place regardless of the profile. Any one of the following actions in a rule make that rule profile-independent:
 * Forward To
 * Reply With Template
 * Delete
 * Move/Copy To an Exchange Server Private Store folder.

Q: What determines whether a particular rule will be profile-dependent or profile-independent?

A: It only takes one profile-dependent action in a rule to make the whole rule profile-dependent.

Q: Why are some Inbox rules grayed out or unavailable?

A: Each profile-dependent rule is stamped with the unique ID of the profile that created the rule. Profile-dependent rules can only be edited when logged on with the same profile that was used to create the rule. Again, this is determined by the unique ID. These rules become inactive and uneditable when you log on with a different profile or from another computer. They are the rules that appear gray in the Inbox Assistant window.

Q: How do you edit rules that are grayed out or unavailable?

A: To edit profile-dependent rules, you must be logged onto Exchange Server with the profile that was used to create the rule.

Q: What if a profile gets deleted that has profile-dependent rules created against it?

A: If you create a profile-dependent rule and then delete that profile, the rule becomes deadwood; it can't be activated or edited, just deleted by selecting the Show Rules for all Profiles option. Because of this, profile-dependent rules should be deleted if the originating profile is deleted or no longer used.

Q: Can rules be copied from one profile to another?

A: You can back up profile rules to a separate .pst file, send that .pst file to another user, and have them extract the rules in that .pst file. For additional information, please see the following article in the Microsoft Knowledge Base:

150303 XCLN: How to Backup Profile Rules to a Different .PST

Q: How many rules can exist in a single profile?

A: There is a 32-KB memory limit for creation of rules, not a defined limit for the maximum number of rules that can be assigned to a folder. On the average, it is between 40 and 50 rules for each folder. For additional information, please see the following article in the Microsoft Knowledge Base:

147298 XCLN: Maximum Number of Rules Per Folder

Q: What happens to profile-dependent rules when logging on with a different profile?

A: All rules are stored on the Exchange Server computer and are evaluated on the Exchange Server computer for each message sent to a user. If a profile-dependent rule cannot be performed by the Exchange Server computer, it creates a Deferred Action Message (DAM) to be processed by the client. The DAMs are marked with the ID of the profile that was used to create them, and are only processed when that profile is used. When you log on, all the DAMs are analyzed to see if they have the correct ID for the current profile, and, if they do, the DAMs are processed. If not, they are left in the folder that stores them, a hidden folder called the Deferred Actions Folder (DAF), and are analyzed each time you log on until you log on to the profile that created them, and they can be processed.

Q: How long will DAMs remain in the Deferred Action Folder due to an unused or deleted profile?

A: Even though they are gray and inaccessible, the rules are still being analyzed by Exchange Server and are still creating DAMs for use when the correct (or matching) profile is used (where they will not be gray and will be editable). And they'll keep being triggered even if the profile is destroyed because there is no way for Exchange Server to tell if the profile still exists. This can cause a large backlog of DAMs that eventually will be removed by the Exchange Server computer (after 60 days, when the Exchange Server computer will disable the rules and start deleting old DAMs) and, if the backlog is large enough, it can affect performance while logging on. So, if you end up deleting/recreating one of your profiles, or never using it again, delete the gray rules associated with it.

Q: Where are Exchange profiles stored for each of the Exchange Clients?

A: Exchange profiles are stored in your computer's registry, not on the Exchange Server computer. The Exchange Client for Windows 3.x stores them in a special file in the Windows directory.

Q: Is a rule configured to move a message to a public folder considered profile-dependent or profile-independent?

A: Profile-dependent, meaning that messages that will be moved to a public folder require that a user to be logged on to complete the action. Otherwise, a DAM will be created for these actions.

Q: If my computer is configured with both Windows 95 and Windows NT, can I use the same profile for both operating systems?

A: No. If you dual-boot two different operating systems, you're using two different registries and hence, two different profiles. The profile-dependent rules you create on one side of the dual-boot won't work on the other side.

Q: What happens if a single message meets the conditions of two or more rules?

A: Multiple rules can act on a single message, resulting in copies of a message being moved to different folders for example.

NOTE: Within the Microsoft Exchange Client 5.0 Inbox Assistant, the Do not Process Subsequent Rules option has been added to specifically stop rule processing after a particular rule has fired.

Q: Does the order in which the rules are listed have any effect on the actions of the qualifying rules?

A: Order of the rules doesn't matter except for a delete action. After the message is deleted with a delete action, all subsequent rule processing on that message stops. So when in doubt, put delete rules at the bottom of the rule list.

NOTE: Within the Exchange Client 5.0 Inbox Assistant, the Do not Process Subsequent Rules option has been added to specifically stop rule processing after a particular rule has fired.

Q: Can I use the Inbox Assistant with the MS Mail service installed on my client?

A: No, because rules are Exchange Server-based, the Inbox Assistant will not be available without an Exchange Server service properly installed. If the MS Mail messages are routed through an MS Mail Connector to an Exchange Server user, the Inbox Assistant will function against those messages.

Q: Are there any Boolean logic functions available for rules?

A: Semicolons can be used as an OR condition in all fields. Put quotes ("") around each word unless you really mean "use this root against all words." For example, Subject: cat; tail -- this will affect all messages with those roots in the subject line such as "locate," "retail," and so forth. To limit this to whole words of "cat" or "tail," place the words in quotes, in other words, Subject: "cat"; "tail".

Examples of Rules Processing
Q: If a message matches a rule in the Out of Office Assistant (OOF), but the same messages also matches a delete rule in the Inbox Assistant, will the OOF Assistant rule get processed?

A: The Inbox Assistant rules will be processed first. A delete rule in the Inbox Assistant will delete the message, and the OOF Assistant rule will not be processed.

For example, user Bill has a local .pst file which is configured as the default delivery point. Bill has rules defined as follows:
 * 1) If mail is received from JohnDoe, delete it.
 * 2) If mail is received addressed to "Junk Alias," move it to the Later folder in the local .pst file.
 * 3) If mail is received with "Bill" in the message body, move it to the BackItUp folder on the Exchange Server computer.
 * 4) If mail is received from Joyce addressed directly to Bill, reply with "I'm working on it."

Q: What happens if JohnDoe sends a message to the Junk Alias (assuming that I am on the Junk Alias)?

A: The message will be deleted (rule #1), and no further rules will be processed.

Q: What happens if Joyce sends mail to the Junk Alias (assuming that I am on the Junk Alias)?

A: The message will be moved to the Later folder (rule #2) in the local .pst file.

Q: What happens if Joyce sends mail to the Junk Alias (assuming that I am on the Junk Alias) with "Bill" in the message body?

A: The message will be moved to the BackItUp folder on the Exchange Server computer (rule #3), and a reply will be sent with "I'm working on it" as the message body (rule #4).

Q: What happens if I receive 20 messages addressed to "Junk Alias" while my computer is online?

A: Each message will be processed through the list of rules, and all actions will be taken. None of the messages will remain in the Inbox because the action (rule #2) is a MOVE action not COPY.

Q: What happens if I receive 20 messages addressed to "Junk Alias" while my computer is offline?

A: Each message will be processed through the list of rules and DAMs will be created for each action in the profile-dependent rules. Any profile-independent rules will complete their actions.

Q: What happens if Joyce sends something directly to Bill and it has "Bill" in the message body?

A: The message will move it to the BackItUp folder (rule #3) on the Exchange Server computer (no copy will be left in the Inbox), and rule #4 will reply with "I'm working on it" as the message body.

Q: What happens if the "Junk Alias" friendly name changes to "Junk Yard Alias"?

A: The rules are processed on both resolved names (distinguished names have underline) and text strings in the To field. You can solve all the rule processing scenarios by indicating a distinguished name, a text version of the distinguished name, and a text version of the short alias name separated by semicolons in the rule's To field.

Additional query words: faq

Keywords: kbinfo kbenv kbusage KB154774

-

[mailto:TECHNET@MICROSOFT.COM Send feedback to Microsoft]

© Microsoft Corporation. All rights reserved.