Outlook rules not automatically running shared mailbox. The same thing is happening to my users.

Outlook rules not automatically running shared mailbox Dec 28, 2022 · Hello, I have a shared mailbox that our employees use for support; to overcome the issue that we are not able to read a message per user in Outlook, I created a folder for every people in our support team where, with a rule, I copy all the Inbox… Jun 22, 2024 · Remove any suspicious or unnecessary Outlook add-ins. com Oct 1, 2024 · Hi, I have two scenarios. I've created a rule in Outlook, but it only triggers on my own email rather than the shared inbox (even though my shared inbox shows in Outlook). Move to => (Folder) "xxxxxxxxxx" The rule did work (couple months ago), but it's not working automatically anymore. @Microsoft @NAKIVO_Inc. To prevent it, do not forget to back up your MO365 data, and learn more about it . It’s extremely frustrating when these rules stop working, as that can mess up your inbox and other email folders. Why is Outlook not Moving Emails to Folder? An oversized PST file is the main reason behind Outlook being unable to move emails to a folder. Finally, we setup the account on another system and recreating the rules on that system. The shared mailbox gets auto-mapped after you provide Full Access permissions to the users on the mailbox. Known issue perhaps? Runs fine for his In Feb 2, 2022 · To adjust the rules for the shared mailbox in Outlook, you must either add the shared mailbox as a separate email account in the existing Outlook profile or load the shared mailbox directly in a separate Outlook profile. Move messages using retention policies: You can use retention policies to automatically move messages to the archive mailbox. At the bottom of the navigation pane, click Mail . Details: We are trying to get a department-wide mailbox up and running, “department@company. For some rules, I can create them and they will run but ONLY if I kick them off manually in Outlook. Steps to Creating a Rule Start by logging into Outlook on the Web Once signed into your Microsoft May 22, 2023 · I have a user who has deleted and recreated rules in outlook multiple times. I… Jan 18, 2024 · I have set up a rule in Shared mailbox to forward emails with specific subject to different account. Many teams struggle with cluttered inboxes, missed messages, and chaos. That’s where this article comes to the rescue. You will need to speak with your Exchange Admins, licensing admins, and probably purchasing (because licenses have costs) regarding this. Jun 19, 2025 · Is your team's shared Outlook mailbox a digital disaster zone? You're not alone. Oct 24, 2022 · Hello. Aug 1, 2025 · Outlook Rules failed to create an Outlook rule because of the shared mailbox, not moving the emails to the correct location specified in the server rules. Jun 13, 2023 · Hello, I use a shared mailbox in Microsoft 365 with several coworkers and we have 24 rules in Outlook Web App (OWA). The same thing is happening to my users. If someone in your organization is sharing a mailbox with you, you might want the ability to manage the settings (such as Categories, Notifications, Rules, and Automatic Replies) for that mailbox. ” I’ve created this mailbox in Office 365 Admin Center, then granted Read and Manage rights and Send on Behalf of rights to 5 different users. Our newest guide will walk you through the process of automatic email organization. Aug 21, 2025 · If the rule still does not run, confirm your delegate access is set to Editor or higher on both the mailbox and the target folder. We have tried to recreate the rules, recreate the Outlook profile (deleting the ost file), and running the Office 365 online and offline repairs. AND Subject includes => [Success] 3. Jun 23, 2025 · Outlook rules not working automatically? Discover ways to fix outlook rules not working automatically in shared mailbox and external email. How to Fix Outlook Rules Not Working on Windows 11 and Windows 10? Whether you’re a seasoned Outlook user or a newcomer to the platform, troubleshooting rule-related issues can be a challenging We would like to show you a description here but the site won’t allow us. How to fix Outlook rules not running automatically on Shared Mailbox. pst file. It could also indicate a corruption in the send/receive settings file (srs-file) of Outlook. If a particular action in the Inbox rule is specific to the desktop Outlook client, IIRC, you can create an Outlook profile that connects to your mailbox and the shared one, and then make the shared mailbox the primary one in that profile so that the rules wizard runs for it instead of your own. I have added the shared mailbox to Outlook by going to Account Settings, selecting my e-mail account, Change, More Settings, Advanced, Add additional mailbox: Sep 4, 2024 · Does this shared mailbox have a user license applied to it? In order for rules to function on a mailbox it must have a license applied to it. I have created a rule for a shared mailbox in my Outlook desktop app (the old version), which is connected to Microsoft Exchange. So i checked and looked at all of the rules to make sure the rules were broken in anyway (missing/moved folder, etc) they were no issues with the rules, also none of the rules had stop processing more rules May 8, 2025 · Diagnose Outlook Inbox rules that aren't working - Exchange Provides steps to diagnose various Inbox rule issues in Microsoft Outlook or Outlook on the web. Before adding this as an additional account, the admin has to first Remove automapping for the shared mailbox then you can add this account in outlook. First, delete the rule that's not functioning. Cause: Rules run automatically on messages only as you receive or send them. Shared mailboxes, by default, do not have licenses applied to them. You can use inbox rules to automatically forward or redirect messages sent to your mailbox to another account. Please… Mar 31, 2025 · Other than my own mailbox, I’ve also got access to some additional shared mailboxes within our company. May 14, 2020 · I have a rule that is supposed to move emails coming from a specific email address to a folder. Jun 13, 2025 · I have created a set of rules to redirect a mail within a mail box to another folder; However, when I run the process, it picks up the already sent mails within the maibox and execute the rules but it does execute the rules for future mails. I've also tried to set up a server side in Exchange Admin but there is no option to "Move Message. In this article, you will learn the possible reasons why Outlook rules sometimes don’t work and solutions to fix the problem. " Sep 10, 2018 · Summary: Outlook rules won’t automatically sort mail into folders for a delegated mailbox, but will manually. Outlook account (Office 365 subscription) using Exchange. Login to your Outlook by visiting https://outlook. Apr 24, 2024 · When you (administrator) enable Automapping, the shared mailbox automatically appears in the users Outlook application automatically. I've tried the usual steps of clearing out the cache, removing Outlook and reinstalling and a few others but nothing seems to work. Thank you. Users can also use a set of rules to separate or forward emails. Ensure your shared mailbox runs smoothly by keeping an eye on these settings. Aug 14, 2019 · I am concerned if the rule will work whilst I am on leave (the users with access to the 2nd shared mailbox do not have access to the one where the rule is applied) as I won't be able to open outlook and actually allow the emails received to be re-directed. Where did you create the rules? Outlook desktop client or Outlook on the Web. Mar 27, 2024 · We are running the Windows Outlook 365 client (2401) with Exchange Online. . On the Message menu, point to Rules, and then point to Apply, and then click a rule or click Apply All. For example, I have an email that sends a metric fuckton (not to be confused with an Imperial Fuckton) of Commvault noise to a subfolder. PROBLEM The email messages are not automatically moved to the folder/subfolder specified when received, however any listed emails are moved to the… Here's your ultimate guide to setting up and using Outlook rules. com. Mar 30, 2021 · Hi, I’ve found answers for creating a rule in Outlook to automatically save attachments to a local folder. But, like all the other issues of Outlook, this one does have a few solutions that can get everything back in order. Oct 21, 2024 · The below-mentioned method can fix your Outlook rules not running automatically on the shared mailbox issue so you can get back your clean mailbox. One of its most helpful features is the ability to create rules that automate various tasks such as sorting emails, flagging important messages, or even moving emails to specific folders. So in your case, you need to change the order so the first rule is the one looking for those Dec 7, 2024 · Shared mailboxes in Outlook facilitate collaborative email management for teams. Sep 11, 2025 · Describes a scenario in Exchange Online in Microsoft 365 in which a retention policy that you create to move messages to a user's archive mailbox doesn't automatically run. Client vs. Here are the reasons for Outlook rules not working after migration to Office 365: Rules Exceed the Rules Quota Mailbox rules are default set to 256 KB. Other causes can trigger the issue, such as an issue in Sent & Receive Settings or corruption of an Outlook Data file using a POP3 or IMAP account. Solution: Manually apply a rule to messages that you have already received. Aug 8, 2025 · Are you frustrated with your Outlook rules not working as expected?💁 If you rely on Outlook to manage your emails efficiently, encountering issues with rules can hinder your productivity and cause unnecessary stress. So, let’s get to the fixing process without wasting your time. In case your shared mailbox isn’t compatible with running Outlook rules automatically, reading this four-step guide until the end will be incredibly worthwhile. # Login to your Outlook by visiting https://outlook. These rules will also be visible to others who have access to the mailbox. What are Outlook Rules & their Uses? Before we dive into the solutions to resolve this issue, let’s find out what exactly are these Outlook rules. It is marked to apply the rule when the… If you've set up a rule to manage messages in your Outlook inbox and it doesn't seem to be working, there are a few ways to diagnose the issue. If I just set the auto-response, it only sends 1 response per address, but the customer wants it to respond every time. What setting should I search and activate to let them run automatically? And just to defuse some remarks, I did check "Turn on this rule" and uncheck "Do not execute other rules". Import the rules using the file preciously saved, close Outlook, open again and click on rules to check it the message is still appearing. Jan 21, 2025 · Outlook Rules Not Working? Try These 11 Fixes Microsoft Outlook is a powerful email client used by millions of users worldwide for personal and professional communication. Outlook / OWA: Run multiple rules at once from a shared mailbox Hello, Context: I manage a shared mailbox that takes a beating in Splunk alerts / reports each with an important use-case for my org. However, as you add workflow complexity and email volume, recognize that you may outgrow the simplicity of a shared mailbox. Users will warn if they exceed the default Feb 11, 2025 · Are you facing issues with your Outlook rules not functioning as expected? In this informative video, we will guide you through common problems that can prevent your Outlook rules from running Apr 18, 2025 · We can automatically process emails arriving in the mailbox (perform actions) using Inbox Rules. A rule "from boss to me only" should work, but only if it is not a client-side rule. Dec 17, 2018 · Quickly configure and manage a shared mailbox using the Outlook for the Web or PowerShell. com # Navigate to settings >more outlook settings Jan 15, 2024 · We have an O365 shared mailbox that was converted from an on premise mailbox when migrating to Exchange Online. Your inbox will get spammed with junk mail, important mail may get transferred to the Trash box and the list of disturbances goes on. A transport rule doesn't match if user mailbox rules automatically forward messages - Exchange The transport rule doesn't honor the exclusions, and it rejects the messages. Since several versions of Exchange Server and Office 365 you can use shared mailboxes to provide users access to a centralized mailbox. Apr 1, 2022 · A user is a member of an O365 shared mailbox. Oct 10, 2018 · Server-side rules run on the server rather than in the Outlook client, so they let you apply rules before messages ever hit your system. Apr 30, 2022 · Outlook rules not working? Find out how to fix it when some of your rules are disabled or not running automatically. The tutorial shows how to use rule combinations to tailor your setup or run rules manually on a selected folder to keep your workflow on track. Dec 6, 2021 · Shared inbox rules in Outlook 365 aren’t exactly the easiest to set up and use. Feb 13, 2024 · Recently we received a support request from a client regarding Outlook Rules for a shared mailbox not running automatically – but they would run manually by the end users. Misconfigured Rule Settings: If the conditions or actions in your rules are misconfigured or too complex, they may not trigger as expected. I then created the same rule in Outlook. Now I've been asked to update the auto response rule but am running into a problem. We created the following rule: 1. com)] I have upvoted it and will share it to my team to help vote! Hope the Outlook team can find a fix for it soon! For your case opened, since the support team is a higher-level support channel Mar 8, 2023 · Microsoft Outlook rules allow you to automate many of your email management tasks. Diagnose Outlook Inbox rules that aren't working - Exchange Provides steps to diagnose various Inbox rule issues in Microsoft Outlook or Outlook on the web. Mar 25, 2024 · Lately, I have to run the rules manually and when I went on vacation all rules topped working on the shared mailbox I and others are monitoring. However, the rules don't seem to be running automatically but do work if ran manually. It ran and did the thing yesterday after I created it. Also, a corrupted rule can stop you from copying/moving emails to a public folder. Rules are okay when triggered manually, but they do nothing upon arrival of an email… Oct 9, 2023 · Set up rules in Outlook to transform your cluttered inbox. May 28, 2025 · Discover why your Outlook rules aren't working and get 7 expert tips to fix them. Additionally, when the emails that you want to copy or move are in use for another rule, you can’t move that item. Two rules will not run and have been recreated and added to the top of the rules list. Microsoft does not guarantee the accuracy of this information. Aug 6, 2025 · Learn how to quickly add a shared mailbox in Outlook 365 (classic desktop, new app, or web), send emails from it, and set it as your default From address. Use rules to automatically perform specific actions on email that arrives in your inbox. Sep 9, 2024 · Dears, I want to create rules that work in a shared mailbox. When we run the rule manually, the rule works. Delete Email notification from shared calendar. Is this possible? This is in an Office 365 environment. May 17, 2021 · I did further research and found the following article, it mentions that mailbox rules won't work when the mailbox is set as the JournalingReportNdrTo mailbox, but the rules can work normally when running manually. Messages that are forwarded will appear to be forwarded from you. You'll need to add the shared mailbox to a separate profile as an account to set rules in it or open it in Outlook on the web. User the shared mailbox email as the email address and the user’s UPN to login. You can do this in new Outlook by adding the mailbox as an account. For example: emails with a specific subject need to go in a specific folder automatically. Shared mailbox rules not working correctly Hi, I have to manage a shared mailbox with over 200 folders that get updated with a very long list of rules. I create a rule and tried "running it now" as the last step of the rule wizard, as well as going back to the Rules and Alerts screen and "Run Rules Now" and checking this rule. Shared inbox rules in Outlook 365 aren’t exactly the easiest to set up and use. May 8, 2024 · Configure shared mailbox settings - Microsoft 365 admin Create a shared mailbox and configure some settings for its users, such as email forwarding and automatic replies. Apr 7, 2021 · After we moved to 365, my Outlook email rules stopped working. Apr 29, 2024 · Run all rules option is gone the overall aspect is just not professional and if you have shared mailboxes you need to add the manually or even that gives an error. Dec 15, 2022 · Learn how to create rules for a shared mailbox in Outlook and what software might be better to use. Jun 4, 2025 · Running Outlook rules on non-Inbox folders isn't automatic, but it's possible. As described here Microsoft help on this subject. But the rule onlu runs if I do it manually. The guide details accessing a shared mailbox, navigating settings, and managing email rules, including creating, editing, and deleting them. Automate sorting, routing, and filtering emails for increased productivity. Mar 1, 2019 · None of the emails the rules apply to the shared mailbox. Jun 25, 2025 · Provides steps to diagnose various Inbox rule issues in Microsoft Outlook or Outlook on the web. On the Define retention settings page, complete the following fields, and then select Next > Submit. Sep 25, 2025 · Easily create, and manage your shared mailbox with custom rules. Test your rules: Run your rules manually to ensure they work as expected before applying them automatically. Please… Jan 14, 2025 · How to Setup Email Rules for a Shared Mailbox Updated 10 months ago by Cloud Collective Support Introduction The purpose of this guide is to assist users who are looking to setup rules for a shared mailbox they monitor. The rules does not work when an email arrives from the recipient but sits Unread in Inbox. The transport rule and the mailbox rule dont work for a mailbox. Restart Outlook, switch back to Exchange Cached mode. Dec 21, 2021 · Rules, and bunch of other features only become available when you add the delegate mailbox as additional account in Outlook, as opposed to having it automapped or added as additional mailbox. Improve your email management today. Most probably rules are not properly syncing to the user mailbox or else you might have a corrupted rule. The rule works on the web version for all 3 of us, but the rule only works on the app for 2 people. This setup is useful for emails dedicated to company information, support, reception desk, or other functions that multiple people share. Mar 31, 2022 · Maybe you didn’t set up the rules from the shared mailbox? I think this thread on the Microsoft Community can also be helpful. I want to create an inbox rule on a shared mailbox that sends a response to every incoming email. How to solve Outlook rules not running automatically on shared mailbox Though it may sound hard, it is easy for anyone with the skill to operate a computer to solve the problem when Outlook rules are not running automatically. I want to create a rule that matches those emails AND newly received emails and moves them to a subfolder I created under Inbox, simple, or so I thought. In the folder list, click the folder that you want to apply the rule to. Mail from => "email address removed for privacy reasons" 2. I'm not sure how to make rules on the Exchange server. For example, you can create rules that will change the importance level of messages as they come in, automatically move them to other folders, or delete them based on certain criteria. Provides a workaround. But if you don’t build the rules right, you’ll run into issues—and they might even stop working Jul 1, 2022 · Some colleagues and I have set up a shared mailbox, with a rule to redirect all e-mails to said mailbox into our personal accounts. However, a faster computer that has a smaller mailbox and a fast network connection may be able to open 10 or more shared folders or mailboxes. For some reason the do not run automatically. How to create rules to automatically move incoming mail to folders on a shared mailbox? Apr 11, 2022 · A user is a member of an O365 shared mailbox. Rules are most often managed in Microsoft Outlook. Nov 5, 2021 · You may try to create a rule applied to the shared mailbox and check to see if it's not automatically running using Outlook on the Web. ) connected to Outlook. So for example, all of my rules are very simple (if sender is x, move to folder x, when messages are received) one of my rules, is if sender is lisa Never miss an important message again! Learn how to use Power Automate to monitor a shared mailbox and get automated weekly email or Teams alerts—complete with a beautifully formatted summary Apr 30, 2025 · Move or copy messages using Inbox rules: Users can create Inbox rules in Outlook to automatically move messages to a folder in their archive mailbox. This proactive approach will save you time and stress in the long run. I want to use a rule to automatically move some incoming emails from my inbox to an Exchange shared mailbox. How do I fix Outlook rules not running Automatically on a Shared Mailbox? Most probably, your Outlook rules have exceeded the default limit, or you haven’t turned on the rules yet. Sep 29, 2023 · Understanding Outlook Rules Outlook Rules are a great feature from Microsoft Outlook that enables you to automatically take certain actions on incoming emails based on specified conditions. By addressing these issues, you should see a significant improvement in your shared mailbox’s performance. It only works when i click on 'Run Rules Now' button manually. The had been running successfully up until now without issue. old. Learn how to set up your own rules for Inbox or for messages from a specific sender. It can provide you with a better experience because you get a saved copy of your mailbox on your computer. But worry not! In this comprehensive guide, we’ll walk you through the steps to fix the Outlook rules not working issue, so you can regain control over your inbox and Empower your team to streamline inbox management in a shared Outlook mailbox with clear, effective rules that everyone can see and benefit from. Here is a relevant blog for your reference: Rules do not work automatically Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. [Fix Outlook Desktop so that Rules Run Automatically · Community (microsoft. Oct 7, 2025 · If you use the following procedures to customize the mailbox actions that are logged on user mailboxes or shared mailboxes, any new default mailbox actions released by Microsoft aren't automatically audited on those mailboxes. I cannot figure out why the rule does not work for me. However, users often encounter a Use rules to automatically perform specific actions on email that arrives in your inbox. Feb 22, 2023 · In this post, we delve into Exchange Online Retention Policies and identify issues that you may encounter. The rules are simple, when an email comes in from an email address, move it to a folder. Apr 6, 2021 · Test rule (I sent a test email from Christie’s account to the shared mailbox, and it will be automatically moved to the CC folder, and all old mails from Christie automatically moved to the folder CC). Select a tab option below for the version of Outlook you're using. However, when the rules stop working, they can lead to inconvenience and disorganization in your mailbox. See below . To function Outlook rules effectively without having a single error, you need to fix the issues using the below-shared ways. After you do everything properly you can still face data loss. I… Mar 31, 2022 · A user is a member of an O365 shared mailbox. I believe they live in OutLook and only run when my OutLook is open. Oct 20, 2023 · Dear Ocman76, That's great! I reviewed the feedback link you provided, it's including many useful threads about this issue. I opened a case with Microsoft and I / we have tried everything that you can think of - recreating the rules, doing them only from OWA, seeing if “run now” works (as opposed to working automatically), creating logs and sending them to MS, etc. Any ideas on how is best to avoid this? The prompt for the Client/Server rules should not popup anymore. I set this up on the web browser version of Outlook, and initially it worked fine: e-mail arrives in shared mailbox, and also then arrives in our individual ones. Aug 12, 2023 · In this guide, we will explore the reasons Outlook rules are not working on Windows and provide practical solutions to get them up and running again. Oct 1, 2023 · If Outlook 365 Rules are not working automatically but work when run manually, enable the rules and try other solutions in this article. We want to have Outlook rules to move Nov 9, 2021 · (Exchange, POP, IMAP). We would like to show you a description here but the site won’t allow us. Learn how to manage, customize and remove rules to automate your email flow. To Set a rule in Outlook 2016 for a shared mailbox > File > Manage Rules & Alerts > In Email Rules tab > Apply changes to this folder: to shared mailbox account > New Rule… button and provide the suitable rule criteria. com) in Microsoft 365—specifically, the inbox rules aren't running automatically when new emails arrive. The user has the rule to move emails containing certain words to the shared mailbox deleted items. This rule depends on several factors, such as how long the rule is and how many conditions are applied. Dec 30, 2024 · Hi, Outlook problem on Windows 11. May 17, 2018 · We user Office 365, and have Outlook 2016 installed on all computers. Most rules run on the Exchange server so it's not an Outlook issue at all. May 4, 2025 · I'm having a strange problem with a shared mailbox (it@example. Does anyone know of a way to automatically empty the deleted items folder in a shared mailbox? I’d like to auto-delete any email from the deleted items folder that has been there for more than 7 days. In this blog, you will find simple ways to troubleshoot the Outlook rules isn’t functioning on Windows 10. Multiple people work in this shared box and the rules must be visible for everyone. Outlook rules are a handy way to keep your mailbox organized by automatically sorting, moving, or categorizing emails. Nov 5, 2024 · Outlook rules help streamline, manage, and efficiently organize emails. May 1, 2009 · I have setup an rule on a shared mailbox on one users Outlook accounts,it is a helpdesk account accessed by 4 people but the rules does not seem to be working, I have to manually run the rule for it to take effect. We are using Exchange and I have been granted access to these mailboxes but when I create a message rule, to for instance move specific emails to another folder, it only seems to apply to messages that are address to me and not to the shared mailbox. Thank you in… Aug 20, 2025 · This usually indicates a corruption of either the rule or within the mailbox. Jan 18, 2024 · I have set up a rule in Shared mailbox to forward emails with specific subject to different account. Aug 1, 2025 · Here we will discuss the solution for both Mac & Windows versions. Jun 1, 2023 · On the Define how the tag will be applied page, select Automatically to entire mailbox (default), then select Next. Enable Exchange Cache Mode. An administrator can grant users permission to send email from the shared mailbox. A user is a member of an O365 shared mailbox. Outlook rules are a feature in Microsoft Outlook that provides a way to automate actions on incoming and Feb 12, 2025 · Myself and 2 colleagues use a shared mailbox in Outlook. Because this is a shared mailbox we can't log into it directly so the only way to change the rules is by opening another mailbox in OWA. Outlook shared mailboxes are a perfect way to manage a low volume of emails by a small team. Being an Exchange Admin and Outlook specialist, I figured I would get this resolved in no time. This article provides a resolution. I added the details of the rule and that the Exchange server is hosted locally. Every rule will take up space in the mailbox. office. Dec 1, 2020 · Rename the OST file to . These rules are usually executed directly on the Exchange server, with some exceptions that require running in the Outlook application (client-only). The user created the rule in their Outlook desktop clients and confirmed th… Apr 3, 2024 · This easy-to-follow guide with practical examples shows how to set up rules in Outlook for all messages that you receive or send or only for specific emails. You can refer to this doc for more info. After creating a shared inbox, rules can automatically forward emails and reply to messages to make your team’s life easier. May 20, 2025 · Shared mailboxes are used when multiple people need access to the same mailbox. Aug 26, 2022 · How to fix Outlook rules not running automatically on Shared Mailbox ? Not all methods of setting rules will be compatible on shared mailboxes in Outlook 2016, 2013, etc. So, if the rules don’t work in your Outlook client, it is a genuine menace. I can run the rule manually but the rule does not run automatically. Senders do not receive Out of Jun 25, 2025 · A computer that has slower hardware, a large mailbox, and slow network connection may not be able to open more than five shared folders or mailboxes. Dec 14, 2018 · I’m having a strange issue with a majority of my outlook rules as well as my other users rules not working automatically as messages are received, but if i run the rules manually they all work perfectly. Here we will look at the possibility of managing rules for a Shared Mailbox using Outlook on the Oct 10, 2025 · The rules in MS Outlook make the mail client easy to use. Outlook rules are often set up to automatically organise the inbox. what do you… Dec 17, 2022 · I have to run the rules manually to make them work. How can I set up a rule for a shared Apr 17, 2024 · Discover expert solutions and troubleshooting tips to resolve various issues with Outlook rules not working automatically. Feb 12, 2025 · Myself and 2 colleagues use a shared mailbox in Outlook. First, check which version of Outlook you're using. Thanks. Rules for shared inboxes For teams using an Outlook shared mailbox, it’s advantageous to use an intelligent email management solution such as Mar 6, 2024 · The rule stopped working could be a sign that the rules exceed the rule quota set for your mailbox. Microsoft documents that without proper folder permission, rules in delegated mailboxes fail to apply. Jul 6, 2022 · Dear Community, We are having issues with the a rule of an OWA shared mailbox. Jul 30, 2025 · I have many rules that move messages received to specific folders/subfolders in a separate . May 10, 2023 · Yes that's right, Outlook rules are applied immediately when messages are received, as such they apply to the Inbox only (or Sent Items where it's a send rule), not to the sub-folders*. We've been thinking Nov 11, 2024 · Large Mailbox Size: An overly large mailbox can slow down Outlook, causing delays or failures in running rules automatically. Server Rules: Certain rules are only applicable when Outlook is running. I created a rule in the web version. Sep 25, 2025 · Summary: Searching for “Why are Outlook Rules not working automatically?” A lot of things can affect the Outlook rules and make them not work automatically. Regularly reviewing rules and communicating with team members can improve productivity and ensure organized email handling. Out of about 15 rules, 2 will not run. It's an easy, 5-step process! Bonus: Get Outlook rules pro tips & tricks. What you can do it change the order in which the rules are applied, as they're run top-down in the order listed. If you're using an IMAP or POP3 account in Outlook, try resetting the rules and test the mailbox for corruption. The user created the rule in their Outlook desktop clients and confirmed th… Aug 22, 2014 · Anyone seen this issue before - a user has to manually select and run his Outlook rules for a shared Mailbox. com, where I opened the shared mailbox. Apr 10, 2024 · A straightforward guide to creating, using and managing email rules in the new Outlook and Outlook 365 Online. By the way, have you already tried creating a brand-new rule directly in Outlook Web, not editing an old one? Mar 12, 2019 · Actually I tried to create an client rule in my shared email box added to the same Outlook account ( so I can shoose to send an email with one or another box) the rule is easy for shared email box: when you recieve an email in this account'**' with… Nov 7, 2023 · If you are running outlook on the desktop, you may have to first add the shared mailbox as an additional account in outlook. Jul 31, 2025 · Rules created only on the client side (such as Outlook installed on your PC or Mac) may require you to run them manually, especially if your Outlook is configured this way or if it's a third-party account (Gmail, Yahoo, etc. It’s also very important to check that one rule isn't conflicting with or duplicating another. After, run the Inbox Repair Tool. I am having issues with several users where all of their rules suddenly stopped working at all, or automatically. You may try to create a rule applied to the shared mailbox and check to see if it's not automatically running using Outlook on the Web. But the rule does not run a all - automatic or manually. Server-side rules can work independently of the Outlook client, but some conditions may require Outlook to be open. Additionally, we will explore PST Repair Tool as a powerful and alternative solution. However, when I manually run the rules, they work perfectly fine. To get the most out of your Outlook Rules: Define what triggers the rule – like the sender’s address, subject keywords, or phrases in the email content. I have created a rule that moves emails sent by 1 recipient to a subfolder in Inbox. The emails are not getting forwarded automatically without manual intervention. Our intent on using the rules in OWA is that the rules will run in the cloud and we won't have to worry about rules in our Outlook clients. The user created the rule in their Outlook desktop clients and confirmed th… Use exceptions: Add exceptions to ensure the rule only applies to the emails you want. As long as you have granted Full access permissions, you can follow the steps here: How to add a shared mailbox as additional account in Outlook (2022 version) - Blog aaronx-5320 (Aaronx-5320) December 22 Oct 29, 2023 · Created a rule from scratch, multiple times. But I’m trying to figure out how to save attachments from a shared mailbox to a network share. zscmmp cufp lmr pmfid qhd tunu yne ydak lnhg eobdqg khxxw djf iain onldei wyuyfmgm