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Workaround: Outlook rules don’t run on additional MAPI mailboxes

with 7 comments


Scenario
You are creating Outlook rules for your Exchange Server -based messaging system. You have a primary account (let’s call this User1), and you’ve opened an additional mailbox (let’s call this Shared Mailbox). You want to have Outlook rules to execute a script (example, Shared.bat) whenever new messages arrive in Shared Mailbox while your User1 mailbox is running. Note that creating multiple MAPI accounts in the same Outlook profile is not allowed.

You created the rule as follows:

  • Apply this rule after message arrives
  • Sent to Shared Mailbox
  • Start Shared.bat

And to your dismay, the only time this works is when you hit the Run Rules Now button. Now this is not the way you wish to automate stuff!

Problem
Outlook client-side rules do not run on additional mailboxes, only on the primary mailbox. Poor thing.

Workaround
The workaround requires some working, so stay with me here. Basically, it requires

(a) A server rule in Shared Mailbox to forward emails to User1. Since it is a server rule, you don’t need Outlook running to execute this script.

(b) A client rule in User1 to run the script if it comes from Shared Mailbox.

Here’s how to do it

  1. Open Outlook as Shared Mailbox — NOT as additional mailbox. The Shared Mailbox account should be the primary mailbox.
  2. Create the  rule
    – Apply this rule after the message arrives
    – Forward it to User1
  3. Open Outlook as User1, with Shared Mailbox as additional mailbox.
  4. Create the rule:
    – Apply this rule after the message arrives
    – from Shared Mailbox
    – and on this machine only
    – Start Shared.bat

This worked in my lab. Did you find this useful? Send me your comments and feedback.

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Written by jpaloma

July 12, 2011 at 12:15 AM

Posted in Office

7 Responses

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  1. […] Read more and leave your comments/feedback on Jay’s blog. […]

    • where is the shared.bat?

      Ika Turner

      February 9, 2012 at 2:26 AM

      • Shared.bat is the script you want to run. I’ve edited the article to reflect it.

        jpaloma

        December 26, 2012 at 3:35 PM

  2. What is that Shared.bat ?

    Balgates

    October 5, 2011 at 2:29 AM

    • Shared.bat is the script you want to run when an email is received. I’ve edited the article to reflect it.

      jpaloma

      December 26, 2012 at 3:36 PM

  3. Even creating a rule (#2) on a Shared Mailbox seems next to impossible when you can’t login (#1), e.g. IT admins provided no credentials, just permissions to use the Shared Mailbox. People are saying it’s possible in Outlook 2010 (http://superuser.com/questions/156125/why-are-rules-not-applied-to-additional-mailboxes-when-using-outlook-2007-and-ex). I’m going to give it a try when I find a machine with Outlook 2010.

    DK

    August 15, 2012 at 2:21 AM

  4. […] Workaround: Outlook rules don’t run on additional MAPI mailboxes […]


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