Herbie Murray
Outlook is an email service provided by Microsoft that sometimes doesn't connect to the internet when a computer wakes up from sleep mode. This issue is not uncommon and has been reported by several Outlook users. Users have reported that Outlook takes forever to load and fails to retrieve messages from their Office 365 accounts. In some cases, switching to a wireless connection has been known to solve the problem.
Characteristics and Values
| Characteristics | Values |
|---|---|
| Will Outlook work if the computer is in sleep mode? | No, Outlook does not work when the computer is in sleep mode. |
| Is there a workaround? | Yes, if you are using Outlook.com or an Exchange service, you can create rules that run on the service and not locally. |
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What You'll Learn
- Outlook.com and Exchange users can create rules that run on the service, not locally
- Rules set up on the Outlook client will not work when the computer is in sleep mode
- To ensure rules always work, set them up on the server to act on incoming mail
- Outlook going offline when the computer sleeps may be an issue specific to upper management
- Leaving computers on and staying signed in, but locking the screen, is a common practice
Outlook.com and Exchange users can create rules that run on the service, not locally
Microsoft Outlook rules are different between client applications and webmail, with certain rule types only available locally and unable to sync. Outlook.com and Exchange users can create rules that run on the service, not locally. This is because new Outlook, Outlook on the web, and Outlook.com only support server-side rules. Server-side rules use conditions and actions handled by the Exchange server, and these rules run whether or not 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, like 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.
On the other hand, client-side rules have at least one condition or action that uses an Outlook feature, and they don't run until you log into classic Outlook for Windows with the account you used to create the rule. For example, a client-only rule would be: "From *people or distribution list*, flag message to *play a sound*". This rule asks Outlook to play a sound when a message is received, and this condition can only be performed by Outlook, making it a client-only rule.
Additionally, if you're experiencing issues with creating rules in Microsoft Outlook or Outlook on the web (OWA), it could be due to insufficient space to store your rules. By default, the size limit for rules in the mailbox is set at 64 kilobytes, and you may need to increase it to 256 kilobytes to resolve this issue.
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Rules set up on the Outlook client will not work when the computer is in sleep mode
If you have set up rules on the Outlook client, these will not work when your computer is in sleep mode. This is because the rules you set up on the Outlook client are client-only rules, which can only run when Outlook is running. If you want your rules to always work, you should set up rules on the server, which act on incoming mail. These are known as server-side rules.
Client-only rules are rules that run only on your computer. They run in Outlook instead of on the Exchange server. Client-only rules can be set up to assign categories to certain inbound messages. However, they can only be applied when Outlook is running. If your computer is in sleep mode, these rules will not be applied until you wake up your computer and manually run the rules on everything in your Inbox.
If you have a mix of client-only rules and server-side rules, the server-based rules will be applied first, followed by the client-only rules. It is worth noting that some users have reported bugs or defects in the system where categorization does not always run when the PC wakes up from sleep and Outlook reconnects to Exchange. This intermittent behaviour is not expected and may be a bug that Microsoft needs to fix.
To avoid issues with client-only rules, you can set up server-side rules instead. You can do this by creating rules based on other classification criteria for emails. Outlook also has an official feedback portal where you can send feature requests or suggestions to the product team.
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To ensure rules always work, set them up on the server to act on incoming mail
Rules are a great way to automate and manage your incoming emails in Outlook. You can set up rules to perform specific actions on emails that arrive in your inbox. For example, you can create rules that will change the importance level of messages, automatically move them to other folders, or even delete them based on certain criteria.
To set up rules in Outlook, you can follow these steps:
- Access Rule Settings: Go to the Settings or Options menu in Outlook, usually found in the File tab. Look for Mail or Email Rules and select Manage Rules & Alerts or simply Rules.
- Create a New Rule: In the Rules settings, you'll find an option to Add a new rule or Create rule. This will open a setup wizard to guide you through the process.
- Name the Rule: Every rule needs a name. Give your rule a descriptive name that indicates its purpose or function.
- Define Conditions: Specify the conditions under which the rule will be applied. For example, you can set conditions based on the sender's address, subject, or specific keywords in the email body. You can also add multiple conditions to make the rule more specific.
- Set Actions: Determine the actions that will be taken when the conditions are met. Actions can include moving emails to a specific folder, deleting them, changing their importance level, or forwarding them to someone else. Like conditions, you can also set multiple actions for a single rule.
- Specify Exceptions: Rules can also have exceptions. For instance, you might want to exclude certain senders or keywords from triggering the rule.
- Test and Finalize: Before finalizing the rule, make sure to test it thoroughly to ensure it works as expected. You can also set a specific time period for the rule to be active.
By setting up rules on the server, you ensure that they are applied consistently to all incoming emails, regardless of which device or client you are using to access your mailbox. This helps in standardizing email management and streamlining your workflow.
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Outlook going offline when the computer sleeps may be an issue specific to upper management
It appears that Outlook going offline when the computer sleeps is an issue that may disproportionately affect upper management. While the exact cause of the issue is unclear, there are several factors that could be at play.
One possibility is that the issue is related to the specific computer hardware or network configuration used by upper management. For example, it is possible that the computers used by upper management have different power settings or network adapters that interact with Outlook in a way that causes it to go offline when the computer sleeps.
Another factor could be the way in which upper management uses Outlook. For example, if they tend to leave their computers on and signed in but lock their screens before leaving work, this could trigger a different set of power settings or network behaviour than if they were to shut down their computers or sign out of Outlook before leaving.
Additionally, the issue could be related to the volume or type of emails received by upper management. For example, if they receive a large number of emails or have emails with large attachments, this could cause Outlook to behave differently when the computer wakes up from sleep mode.
Whatever the cause, the issue of Outlook going offline when the computer sleeps can be disruptive and time-consuming for upper management, who often need immediate access to their emails. In some cases, restarting Outlook or even restarting the computer may be necessary to restore connectivity, which can be inconvenient and impact productivity.
To address this issue, it may be necessary to involve IT professionals who can troubleshoot the specific hardware, network, and software configuration used by upper management. They may be able to identify and implement workarounds or permanent solutions to ensure that Outlook remains connected even when the computer sleeps.
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Leaving computers on and staying signed in, but locking the screen, is a common practice
Leaving computers on and staying signed in but locking the screen is a common practice. This is because it is a security risk to leave your computer unlocked when you are away, even for a few minutes. Someone could access your computer and use it without your authorisation. To prevent this, you can lock your computer screen when you are away. This can be done manually or by setting up a password-protected screensaver.
There are various ways to encourage employees to lock their computer screens when they are away from their desks. Some companies have implemented a "goating" or "slugging" strategy, where employees who leave their computers unlocked will find their screensaver, background, and avatars changed to pictures of goats or slugs. Other companies have taken a more disruptive approach, where the laptops of employees who leave their computers unlocked are confiscated by building security, and they have to meet with their manager to get them back.
A less disruptive method is to use keyboard shortcuts to lock the screen of a colleague who has forgotten to do so. One shortcut is to press Windows+L, and another is to first flip the screen of the unlocked computer using ALT+Arrow or CTRL+ALT+Arrow and then lock it. This serves as a reminder to the colleague without the pranker having to access their system.
To set up a password-protected screensaver on Windows, simply hold the Start (Flag) button and hit the L button. On a Mac, set up a Hot Corner to activate a password-protected screensaver.
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Frequently asked questions
No, Outlook will not work if your computer goes to sleep. Outlook rules only work when the computer is on and not in sleep mode or shut down.
You can create rules that run on the service and not locally, but not all local rules can be defined for use on a server.
Set up rules on the server, which will act on incoming mail.
