Creating a rule in Outlook to delete messages automatically


  • Hi, Running Office 2002 and Exchange 2003. I setting up meeting rooms as resources. This works well but I'm looking at how to tidy up mail that is sent directly to this resource.

    I have setup a rule that 'has server reply using a specific message'. This works well if individuals try and book the meeting room but invite it as an attendee rather than a resource, the individual will get a message back saying that they haven’t booked the meeting correctly.

    I want my rule to permanently delete this item from the inbox as it is still in the calendar as an unaccepted invitation.

    My rule is also configure to "permanently delete" the item but this is a client side rule so doesn’t work well for a resource.

    Is there a server side rule that could permanently delete items from inbox? Or do I need to look at alternative way to do this?




    Wednesday, May 25, 2011 10:43 AM


  • 1. If you want to delete message from the Inbox for that mailbox.  You can create a Mailbox Manager Policy and set to delete items in the Inbox for that mailbox based on age limit or size or both.   You can exclude certain messages classes if you want to.


    Wednesday, May 25, 2011 11:47 AM
  • Creating rules in Outlook is not recommended in Exchange 2003 since it will work only when Outlook is running.


    Microsoft has a an article on how to manage the resource mailboxes—not only the unaccepted invitation in Inbox, but also the entire mailbox. There are two main methods:


    1.    Monitoring manually from a client, either setting a delegate or logging as the mailbox account;

    2.    Automatically maintenance via Mailbox Manager recipient policy;


    For more detail information, see Managing Resource Mailboxes at http://technet.microsoft.com/en-us/library/bb124314(EXCHG.65).aspx.




    Fiona Liao


    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Thursday, May 26, 2011 8:52 AM

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