Outlook XP question

[jaksen112]

I have a user that currently uses two smtp addresses eg: user@domain.com & user@domain1.com, one of these addresses gets bombed with spam all day long and we want to eliminate that address all together BUT want to make sure there arent important contacts emailing her via that address be we do. SO .. is there any way in officeXP to sort by the "TO" colum and have the actual address shown with the @domain instead of just the display name?
01110000

 

[Jovah]

I'd like to know the answer to this one myself...

We have Exchange 2003; employee e-mail addresses appear as their name only, w/ no address. Can anyone help?

 

[smah]

You could create a rule to change the text color (or flag it, or whatever) for messages sent to the account in question.

 

[Jovah]

So Outlook will detect the e-mail address as typed by the sender, not as listed in the To: field?

 

[smah]

Yes, if you create your rule correctly.

 

[Jovah]

Thank-you, Smah.

Any advice on rule-creation? I tried to create a rule that would change the text color but couldn't get it to work. BTW, I'm using Outlook XP w/ Exchange 2003.

Thanks again,

Matt

 

[smah]

I don't use Exchange, so I'm not sure exactly how it works. My guess is that internal only mail processed only through Exchange does not have a complete internet header to: field. I am also assuming that you want to diferentiate between internal & external mail. If that's not true, you may need to change these rules or modify your approach. Based on the above assumptions, here's what I'd do:

Rule 1: Apply rule after mail arrives. With domainname in the recipients address, stop processing more rules.
Rule 2: Apply rule after mail arrives. [No criteria selected] flag message for follow up.

If you have other rules, these will need to be moved and/or modified. Because mail rules are processed in order, the second rule will not occur unless the first rule does not apply. In the second rule, having no criteria causes the action to be applied to all messages [that have not been caught by the first rule].

Hope this helps and is clear enough. Sometimes it's easier to catch what you do know, than to try to catch what you don't know.

 

[Jovah]

I couldn't set it up the way you described. There was no option "With domainname in the recipients address, stop processing more rules" to choose. Maybe it's b/c I'm using Exchange, or maybe Outlook 2002/XP...not too sure.

If I could get it to work the way you describe, would I be limited to screening only non-domain e-mails? This wouldn't help w/ domain consistent aliases (ex. main address: bob@company.com, alias: it@company.com)

 

[smah]

Sorry, I skipped a step/explanation.... 'with domainname' would be 'with specific words' and that specific word would be your domain name. This is the selection criteria. Then you click next and move onto the action, which would be the 'stop processing rules' part.


To give a better or more specific example of mail rules, you'll need to describe in greater detail exactly what you want the rules to accomplish.

 

[Jovah]

Ah, that makes more sense.

Here's the situation:

I have an e-mail alias set up, it@mycompany.com. When mail is sent to this address it automatically gets delivered to my address, me@mycompany.com, BUT it isn't identified as "it@mycompany.com". The exchange server detects that it's an alias of the primary address & automatically changes it to the primary address (display name)"me@mycompany.com as set up in Exchange. This means that all e-mails, regardless of what address the sender specifies, appear to be sent to that primary address. This makes sorting for recipient address in Outlook kinda impossible.

Here's what I'd like to do:

I'd like to create a rule/set of rules that will change the color of messages sent to an alias. This way I can identify them and keep them separate from mail sent to my primary address. I use multiple aliases for online purchases to reduce SPAM, the theory being that I can deactivate a given alias if it begins to get nailed. I haven't had this option yet since I've been unable to differentiate b/t messages addressed to the alias and my primary.
You were right, the aliased name does show up in the internet header information, but only on external messages (not on those sent internally by employees.)

So filtering by domain probably won't help (since they're all the same domain); filtering by header info (specifically recipient address) would be ideal.

Thanks again,

Matt

 

[kkitt]

Rather then have the address aliased, why not just setup Outlook 2002/XP to look at both E-Mail Account.

This will allow you to have each with their own set of inboxes.

I used to have multiple Accounts that I needed to monitor for helpdesk support and this is how it was setup for me. Each function had it owns Address and was routed to the corresponding Inbox.

 

[Jovah]

That would work if we weren't tight on Exchange CALs; each new account you create requires a new CAL, does it not? Whereas aliases are free....

 

[smah]

OK, based on what you want to accomplish, I think this would be the easiset solution:

Go into your inbox, then go to Tools, Organize, using colors, color messages sent to your_ailias, in whatever_color, Apply.

The above is for Outlook 2K, but Outlook 2002 should be similar (I don't have 2002 to use at the moment).

 

[Jovah]

I was so excited for a minute there, I thought it was going to work...

Unfortunately, Outlook recognizes the alias as the main address, so it colored EVERY e-mail sent to the main address. I didn't see a way to differentiate based on info contained in the header (the only place the aliased address can be viewed, and then only if sent from an external address.)

There must be a way to do this.

 

[smah]

There should be a way to do this, but without the equivalent Exchange setup, I'm having a little trouble testing theories. Let's see if we can just move the messages to a new folder first. Open the folder list (click pushpin to keep open) and create a new folder containing mail items under your inbox. Name it whatever you'd like. Now, go to Tools, Rules Wizard, New button, start from a blank rule. Check messages when they arrive, with 'specific words' in the recipient's address, use just the username of your alias for 'specific words' (in your example, it would be sufficient), move it to the specified folder, and stop processing more rules. Finish and run this rule on messages already in your inbox. Does it move the correct messages?

 

[jfoley69]

I know this thread is old, but I have recently needed to find the solution to this problem and I have found the solution.

In Outlook, you can use a rule that searches for othername@domain.com in the *message headers* & color it red, move it, flag it, etc. I know this works
in OL2000/2002/2003

(of course this won't work for internal mail, but why would one care about that?)

Special thanks to Lanwench [MVP - Exchange]. Solution found

http://www.webservertalk.com/archive128-2005-3-982906.html