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Exchange Server Online services and server side rules

    Question

  • I have signed up for Microsoft Online Exchange services to use for my company's email.  I have a single mailbox as an example let me call it Main with a mail address of Main@microsoftonline.com.  I created several alises to this mail box called say Address1@microsoftonline.com and Address2@microsoftonline.com. In the inbox of Main I created 2 folders called Folder1 and Folder2.

    What I want to do is have a server side rule place each mail addressed to Address1 in folder1 and each addressed to Address2 in folder2.  This is easy in outlook, but I want it to run even if outlook is down, therefore I want a server side rule.

    How can I set this of these up?


    David Thrun
    Friday, June 03, 2011 11:18 PM

Answers

  • You might be confused. Just because you create the rule in Outlook doesn't disqualify it from being a server side rule.

     

    Whether or not a rule will be a server-side or client-side rule depends on the actions, conditions and exceptions that are selected in the message.

    When the rule contains an action or condition/exception that can only be performed by Outlook, then the rule turns into a client-side rule. If this action/condition/exception is also dependent on a specific configuration of Outlook then the rule will get the “on this machine only” condition as well.

    This might sound confusing and is probably better explained with some examples;

    • Server-side
      From <people or distribution list> move it to the <specified> folder
      If the folder the message should be moved to is within your Exchange mailbox and the sender’s name is either in the Global Address List (GAL) or in your Contact’s folder then the rule will be a server-side rule since all the information is contained on the Exchange server itself.
    • Client-side
      From <people or distribution list> flag message for <follow up at this time>
      This rule will be a client-side only rule since the action <follow up at this time> is an Outlook feature and Exchange therefore won’t be able to process this rule. When Outlook is running or started again, the rule will be executed when the message is delivered to Outlook.
    • “On this machine only”
      From <people or distribution list> move it to the <specified> folder
      The condition is similar to the first example, but if this time the specified folder is in a pst-file, then the rule will be marked with “On this machine only”. This is because not only because having a pst-file is an Outlook feature, but because the pst-file may also only exists on a specific computer only.
      To prevent any errors during executing the rules, this specific rule will only be fired when Outlook is running on that specific machine.
    • Client-side conditions/exceptions
      Common conditions and exceptions that make a rule a client-only rule are;

    • With specific words in the subject
    • Marked as importance
    • Marked as sensitivity
    • Flagged for action
    • With specific words in the body
    • With specific words in the subject or body
    • With specific words in the message header
    • With specific words in the recipient’s address
    • With specific words in the sender’s address
    • Assigned to category

    Client side actions
    Common actions that make a rule a client-only rule are;

    • Assign it to the category
    • Permanently delete it
    • Flag message for follow up at this time
    • Clear the Message Flag
    • Print it
    • Display a specific message in the New Items Alert window
    • Display a Desktop Alert

    On this machine only conditions/exceptions
    Common conditions and exceptions that make a rule an “on this machine only” rule are;

    • From people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
    • Sent to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
    • Through the specified account

    On this machine only actions
    Common actions that make a rule an “on this machine only” rule are;

    • Move it to the specified folder (if the folder is outside the user’s mailbox such as a pst-file, Public Folder or SharePoint List)
    • Forward it to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
    • Reply using a specific template
    • Play a sound
    • Start application
    • Run a script
    • Perform a custom action


    • Marked as answer by dthrun Tuesday, June 07, 2011 2:27 PM
    Monday, June 06, 2011 7:35 PM
  • Greetings David!

    The short answer about server side rules is they are not permitted.  It is not a service offered in BPOS-Standard.

    An alternative would be to create a rule in OWA which is the closest you're going to get to a server side rule.  It will run even if OWA isn't opened.

    Vickie

    Monday, June 06, 2011 11:49 PM
    Moderator

All replies

  • I would suggest setting up the aliases as distribution lists with your mailbox as the only member. Then you can set the rule based on receiving email destined to the distribution lists and it should be server side.

    Loryan


    MCSE 2003, MCTS (2008, LCS, OCS, SharePoint) Paradyne | My BPOS blog (Explore the BPOSsibility) | BPOS Tools
    Saturday, June 04, 2011 9:22 PM
  • You can do this without doing the distribution group. Just create the rule in outlook for 'mail to' and pick the alias, then route it to the necessary folder.

    Jorge R. Diaz, PMP, CCNA, MCSA, MCSE, MCTS


    Senior Microsoft Consultant

    Planet Technologies, Inc.

    Check out My Blog!

    Sunday, June 05, 2011 6:11 PM
  • I need a server side rule.  I need to know how I can set a server side rule up in microsoft online services. 

    Outlook is not an option as it will not be up an running all of the time and outlook rules only run while outlook is running.


    David Thrun
    Monday, June 06, 2011 6:31 PM
  • You might be confused. Just because you create the rule in Outlook doesn't disqualify it from being a server side rule.

     

    Whether or not a rule will be a server-side or client-side rule depends on the actions, conditions and exceptions that are selected in the message.

    When the rule contains an action or condition/exception that can only be performed by Outlook, then the rule turns into a client-side rule. If this action/condition/exception is also dependent on a specific configuration of Outlook then the rule will get the “on this machine only” condition as well.

    This might sound confusing and is probably better explained with some examples;

    • Server-side
      From <people or distribution list> move it to the <specified> folder
      If the folder the message should be moved to is within your Exchange mailbox and the sender’s name is either in the Global Address List (GAL) or in your Contact’s folder then the rule will be a server-side rule since all the information is contained on the Exchange server itself.
    • Client-side
      From <people or distribution list> flag message for <follow up at this time>
      This rule will be a client-side only rule since the action <follow up at this time> is an Outlook feature and Exchange therefore won’t be able to process this rule. When Outlook is running or started again, the rule will be executed when the message is delivered to Outlook.
    • “On this machine only”
      From <people or distribution list> move it to the <specified> folder
      The condition is similar to the first example, but if this time the specified folder is in a pst-file, then the rule will be marked with “On this machine only”. This is because not only because having a pst-file is an Outlook feature, but because the pst-file may also only exists on a specific computer only.
      To prevent any errors during executing the rules, this specific rule will only be fired when Outlook is running on that specific machine.
    • Client-side conditions/exceptions
      Common conditions and exceptions that make a rule a client-only rule are;

    • With specific words in the subject
    • Marked as importance
    • Marked as sensitivity
    • Flagged for action
    • With specific words in the body
    • With specific words in the subject or body
    • With specific words in the message header
    • With specific words in the recipient’s address
    • With specific words in the sender’s address
    • Assigned to category

    Client side actions
    Common actions that make a rule a client-only rule are;

    • Assign it to the category
    • Permanently delete it
    • Flag message for follow up at this time
    • Clear the Message Flag
    • Print it
    • Display a specific message in the New Items Alert window
    • Display a Desktop Alert

    On this machine only conditions/exceptions
    Common conditions and exceptions that make a rule an “on this machine only” rule are;

    • From people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
    • Sent to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
    • Through the specified account

    On this machine only actions
    Common actions that make a rule an “on this machine only” rule are;

    • Move it to the specified folder (if the folder is outside the user’s mailbox such as a pst-file, Public Folder or SharePoint List)
    • Forward it to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
    • Reply using a specific template
    • Play a sound
    • Start application
    • Run a script
    • Perform a custom action


    • Marked as answer by dthrun Tuesday, June 07, 2011 2:27 PM
    Monday, June 06, 2011 7:35 PM
  • Greetings David!

    The short answer about server side rules is they are not permitted.  It is not a service offered in BPOS-Standard.

    An alternative would be to create a rule in OWA which is the closest you're going to get to a server side rule.  It will run even if OWA isn't opened.

    Vickie

    Monday, June 06, 2011 11:49 PM
    Moderator
  • Brian's answer was perfect.  It explained in detail what a server side rule was and how to set one up.  I tried it and it works.

    Thanks to everyone responding as it is places like this that we can get our questions answered quickly.


    David Thrun
    Tuesday, June 07, 2011 2:31 PM
  • >> The short answer about server side rules is they are not permitted.  It is not a service offered in BPOS-Standard.

    Are server side rules permitted in Office 365 E-3 (Exchange Online Plan 2)?

    How do I know which inbox rules that I set up in OWA are treated as server side rules? 

    Or are they ALL server side rules by default because OWA inbox rules get processed irrespective of whether a user logs into OWA?  And by proxy, ALL inbox rules that are created in OWA (for Exchange Online) get sent down to the Outlook 2010 client by default?


    David

    Tuesday, February 14, 2012 1:43 AM