Evie Summers
Outlook rules and alerts are a great way to manage your email messages. However, a common issue faced by many users is whether these rules and alerts work when the computer is sleeping. It is important to note that Outlook rules and alerts have two types: server-based and client-side. While server-based rules run on the Exchange server and are not dependent on the user logging into Outlook, client-side rules are specific to the device on which they are created and will not function if the computer is sleeping or shut down. To ensure that your Outlook rules and alerts are always active, it is recommended to set up server-based rules or utilise Outlook on the web, which only supports server-side rules.
| Characteristics | Values |
|---|---|
| Do Outlook rules and alerts work when the computer is sleeping? | No |
| Do Outlook rules and alerts work when the computer is shut down? | No |
| What to do when Outlook rules malfunction | Delete the rules that are not working and recreate them |
| Where are Outlook rules stored? | Exchange server mailbox |
| How to make Outlook rules run automatically | Click the File tab > Click Manage Rules & Alerts > Click Rules and Alerts dialogs button > Click New Rule on the E-mail Rules tab > Setup Outlook email rules as per requirement and then press on Finish button |
| How to manually run a rule | Select the folder from the left pane to run the rules on > Select the Folder tab in the navigation ribbon > Select Run Rules Now under the "Clean Up" group > Click the checkboxes for the preferred rules under Select rules to run |
| How to delete a rule | Click File > Click Manage Rules & Alerts > In the Rules and Alerts dialog box, click the rule that you want to delete, and then click Delete |
| How to fix a broken rule in Outlook | Select File > Manage Rules & Alerts > If a message appears saying you have a broken rule that needs to be modified, select OK > Select the checkbox next to the rule marked with an error > Select the links under Rule description and edit the rule as needed, and then select OK > Select File > Manage Rules & Alerts > Select the checkbox next to the rule that you want to modify > Select Change Rule, select the type of change and then complete the steps |
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What You'll Learn
- Outlook rules and alerts don't work when a computer is sleeping or shut down
- Rules that are client-side will only run on the machine they were created on
- Server-side rules are run on the server and act on incoming mail
- Client-side rules are rules that run only on your computer
- If a rule isn't working, it will be highlighted in red and labelled with Error
Outlook rules and alerts don't work when a computer is sleeping or shut down
If you're using Outlook, you may have set up rules and alerts to help manage your email messages. These rules allow Outlook to perform specific actions on incoming messages that meet a certain set of conditions. However, it's important to note that Outlook rules and alerts do not work when your computer is in sleep mode or shut down.
When creating a rule in Outlook, it's often marked as 'For this machine only' or 'This computer only', indicating that it is a client-side rule. Client-side rules are designed to run only on the machine they were created on and will not function if your computer is asleep or turned off. These rules are dependent on Outlook being open and running on your device.
On the other hand, server-side rules are based on conditions and actions handled by the Exchange server. These rules can run regardless of whether you are logged into Outlook on your computer or not. If you want your rules to work 24/7, setting them up on the server is the way to go. This can be done through Outlook.com or an Exchange service.
It's worth mentioning that not all local rules can be defined for use on a server, and there may be limitations on certain actions or conditions. If you encounter issues with your rules, you can try deleting and recreating them, as this often resolves any malfunctions.
In summary, Outlook rules and alerts are a powerful tool for managing your emails, but they have limitations. To ensure your rules work at all times, set them up as server-side rules on Outlook.com or an Exchange service. This way, you can manage your email messages effectively, even when your computer is sleeping or shut down.
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Rules that are client-side will only run on the machine they were created on
When creating a rule in Outlook, it's often marked as "For this machine only" or "This computer only". This means that the rule is a client-side rule and will only be executed on the machine it was created on. It is worth noting that Outlook on the web and Outlook.com only support server-side rules.
Client-side rules are rules that are created and executed on the user's local machine. These rules are specific to the device on which they were created and will only run when Outlook is open and running on that device. If a user has multiple devices, the client-side rule will not be applied to emails received on other devices.
Server-side rules, on the other hand, are rules that are created and executed on the email server. These rules are not device-specific and will be applied to all emails that meet the specified conditions, regardless of the device they are received on. Server-side rules are useful when users want consistent application of rules across multiple devices or when they want rules to be applied even when their device is turned off or in sleep mode.
It is important to note that not all client-side rules can be easily migrated to server-side rules. Some conditions or actions that are available in classic Outlook may not be supported in the new Outlook or Outlook on the web. When a client-side rule is migrated to the new Outlook, it may appear with an alert stating that it cannot be edited or viewed. In such cases, users may need to recreate the rule in the new Outlook and ensure that the desired conditions and actions are supported.
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Server-side rules are run on the server and act on incoming mail
Outlook rules and alerts do not work when the computer is in sleep mode or shut down. To ensure that your Outlook rules are always working, you should set up server-side rules, which are run on the server and act on incoming mail.
Server-side rules are executed before a message or item reaches your device, while client-side rules are executed when the message or item arrives on your device. For instance, a client-only rule would be: "From [people or distribution list], flag message to [play a sound]". In this example, the rule asks Outlook to play a sound when you receive a message, and this condition can only be performed by Outlook, making it a client-only rule.
Server-side rules, on the other hand, use conditions and actions handled by the Exchange server, and they run regardless of whether you log in to Outlook on your computer. An example of a server-side rule is: "From [people or distribution list in the GAL or your contacts list], move it to the [specified] folder". This rule uses all Exchange server information, such as moving a message from a sender in the Global Address List to a specific folder in your Exchange mailbox. It's important to note that a server-side rule cannot move mail to a folder that only exists on your device.
While classic Outlook supports both client-side and server-side rules, new Outlook, Outlook on the web, and Outlook.com only support server-side rules. If you're using Outlook.com or an Exchange service, you can create rules that run on the service rather than locally. However, not all local rules can be defined for use on a server.
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Client-side rules are rules that run only on your computer
Rules and alerts in Outlook do not work when your computer is in sleep mode or shut down. Outlook has two types of rules: server-side and client-side. Client-side rules are rules that run only on your computer and are dependent on Outlook to be processed. This means that an Outlook client must be open and running for the rule to be triggered. If the Outlook client is not open, the rule won't be executed until the next time the user runs Outlook.
Client-side rules are rules that are created and executed on your device, rather than on the mail server. These rules are specific to your device and are not accessible or editable from any other device. For example, a client-side rule may be to play a sound when you receive a message. This condition can only be performed by Outlook, making it a client-only rule.
When a message arrives, the server compares it with the list of rules. If the server can execute the rule, it does so. If not, it places a deferred action message (DAM) in a hidden folder. When the user runs Outlook, the client checks this folder and examines each DAM. If the rule was created with the current profile, Outlook carries out the actions indicated in the DAM.
Client-side rules are not supported in the new Outlook. If you are using Outlook.com or an Exchange service, you can create rules that run on the service and not locally. However, not all local rules can be defined for use on a server. To ensure that a rule is server-side, create the rule in Outlook on the web (OWA).
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If a rule isn't working, it will be highlighted in red and labelled with Error
If you've set up a rule in Outlook and it isn't working, there are a few ways to diagnose the issue. Firstly, Outlook rules do not work when your computer is in sleep mode or shut down. Therefore, to ensure your rules always work, you should set up rules on the server, which act on incoming mail.
If your computer is on and your rules still aren't working, the rule may be highlighted in red and labelled with "Error" when you view your rules and alerts. This could be because the rule was a client-side rule migrated from classic Outlook, meaning the rule conditions and actions occurred only on your device, rather than on the mail server. In this case, your rule will show an alert saying, "This rule can't be edited or viewed".
If a rule is labelled with "Error", you won't be able to edit or view it. However, you can try creating the rule again in Outlook on the web. In many cases, this will be enough, but it can depend on the specific conditions or actions of the rule, as some are not currently supported.
To fix a broken rule, first, check which version of Outlook you're using. If you see "File" at the top of the screen, you're using classic Outlook. If not, you're using either new Outlook or a version on the web. Once you've identified your Outlook version, follow the relevant instructions to fix the rule. For example, in classic Outlook, select "File" > "Manage Rules & Alerts". If a message appears saying you have a broken rule, select "OK", then select the checkbox next to the rule marked with an error. You can then edit the rule as needed and select "OK" again.
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Frequently asked questions
No, Outlook rules and alerts do not work when your computer is in sleep mode or shut down.
Client-side rules are rules that run only on your computer. They are marked as 'For this machine only' or 'this computer only' and will not run on any other machine.
To create a rule in Outlook, click on the File tab, then Manage Rules & Alerts, and then click New Rule on the E-mail Rules tab. Set up your Outlook email rules as per your requirements and then press the Finish button.
If your Outlook rules are malfunctioning, try deleting the rules that are not working and then recreate them. Editing or recreating the rules usually has them up and running again.
