How to create server-side rules in outlook
Mason Cooper
Updated on March 29, 2026
Rules are either server-side or client-only based on the conditions and actions you apply to them.
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. Here’s an example of a server-side rule:
, move it to the folder
This rule uses all Exchange server information, like moving a message from a sender who’s in the Global Address List (GAL) to a specific folder that’s in your Exchange mailbox. But if the folder you’re moving the message to exists on your PC only, it becomes a client-only rule.
Client-only rules have at least one condition or action that uses an Outlook feature, and they don’t run until you log into Outlook with the account that you used to create the rule. For example, this is a client-only rule:
, flag message to
In this example, you ask the rule to play a sound when you receive a message, and this condition can be performed only by Outlook, which makes it a client-only rule.
Examples of common conditions specified in a rule that make it a client-only rule:
With specific words in the subject
Marked as importance
Marked as sensitivity
Flagged for action
With specific words in the body
With specific words in the message header
With specific words in the recipient’s address
With specific words in the sender’s address
Assigned to category
Examples of common actions specified in a rule that make it a client-only rule:
Assign it to the category
Permanently delete it
Flag message for follow up at this time
Clear the Message Flag
Mark it as read
Display a specific message in the New Items Alert window
Using Exchange, I’ve created a rule and after I finished creating it I got a warning that the rule would be “client-only”. It also added the condition “on this machine only” by itself. I’ve disabled that condition but the rule still isn’t ran when Outlook is closed.
How do I turn it into a server rule?
Whether or not a rule will be a server-side or client-side rule depends on the actions, conditions and exceptions that are selected in the message.
When the rule contains an action or condition/exception that can only be performed by Outlook, then the rule turns into a client-side rule. If this action/condition/exception is also dependent on a specific configuration of Outlook then the rule will get the “on this machine only” condition as well.
This might sound confusing and is probably better explained with some examples;
- Server-side
From
move it to the folder
If the message is moved to a folder that is located within your Exchange mailbox and the sender’s name is either in the Global Address List (GAL) or in your Contact’s folder then the rule will be a server-side rule since all the information is contained on the Exchange server itself.
Client-side
From
flag message for
This rule will be a client-side only rule since the action is an Outlook feature and Exchange therefore won’t be able to process this rule. When Outlook is running or started again, the rule will be executed when the message is delivered to Outlook.
“On this machine only”
From
move it to the folder
The condition is similar to the first example, but if this time the specified folder is located within a pst-file, then the rule will be marked with “On this machine only”. This is not only because having a pst-file is an Outlook feature, but also because the pst-file may only exist on a specific computer only.
To prevent any errors during executing the rules, this specific rule will only be fired when Outlook is running on that specific computer.
Warning message when creating a client-only rule.
Client-side conditions/exceptions
Common conditions and exceptions that make a rule a client-only rule are;
- With specific words in the subject
- Marked as importance
- Marked as sensitivity
- Flagged for action
- With specific words in the body
- With specific words in the subject or body
- With specific words in the message header
- With specific words in the recipient’s address
- With specific words in the sender’s address
- Assigned to category
Client side actions
Common actions that make a rule a client-only rule are;
- Assign it to the category
- Permanently delete it
- Flag message for follow up at this time
- Clear the Message Flag
- Print it
- Mark it as read
- Display a specific message in the New Items Alert window
- Display a Desktop Alert
On this machine only conditions/exceptions
Common conditions and exceptions that make a rule an “on this machine only” rule are;
- From people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Sent to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Through the specified account
On this machine only actions
Common actions that make a rule an “on this machine only” rule are;
- Move it to the specified folder (if the folder is outside the user’s mailbox such as a pst-file, Public Folder or SharePoint List)
- Forward it to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Reply using a specific template
- Play a sound
- Start application
- Run a script
- Perform a custom action
Note: Rules for POP3 and IMAP accounts are always client-side rules and thus Outlook must be running in order to process the rules. If you want to run rules even when Outlook is closed for a POP3 or IMAP account, you’ll have to login to the web based client of your mailbox provided by your ISP and see if there is an option to configure rules there.
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. Here’s how they work and what you can do with them.
What Are Server-Side Rules?
When you set up normal rules in Outlook, they only work when the Outlook app is open on your system. These are called client-side rules because they work in the Outlook client app. They’re great for things like filtering email into different folders because the rules fire off when you open Outlook or when any messages hit your inbox.
But what if you want rules that fire off when Outlook is closed, such as forwarding messages to a colleague while you’re on vacation? For that, you need server-side rules, which work on the server that handles your mail regardless of whether you have Outlook open on your computer. Outlook lets you create those as well, so let’s step through the process.
Caveat: Server-side rules work if you are using Microsoft Exchange for your email server (either cloud-based O365 or an on-premises Exchange server), but not if you’re using Outlook to process mail from a provider like Gmail or Yahoo!. You can still set up an out-of-office reply and rules for a non-Microsoft account, but you’ll have to leave Outlook on and running. If that’s what you need, we’ve got instructions for you.
How to Set Up Server-Side Rules
You create normal (client-side) rules in the Rules Manager by going to Home > Rules, but we’re not using those. Instead, go to File > Options and click the “Automatic Replies” button.
To start crafting a server-side rule, click the “Rules” button.
This brings up the Automatic Reply Rules panel, and as you can see, there’s not a lot you can do except click the “Add Rule” button.
The Edit Rule window that opens is where you can form your new server-side rule.
You’ll see that the options for these rules are much simpler than in the Rules Manager. This is because you are limited to actions that can be performed by the server. If you want Outlook to play a specific sound when a mail from your boss arrives, you can only do that with a client-side rule.
Let’s say one of the team is away, and they want any mail about How-To-Geek to be moved to a specific folder and forwarded to a specific person. First, they’d select the “Sent directly to me” option. Next, they’d enter “How-To-Geek” in the subject line. They’d then select the “Copy to” option and choose a folder. And finally, they’d check the “Forward” option, select the recipient from the address book, and then click “OK.”
The rule is added to the list of server-side rules and then will be run regardless of whether Outlook is open.
You can add as many of these rules as you like. And obviously, you can do more with them than the simple example we’ve shown here. You could use them to change the importance of messages from specific contacts or that contain certain words in the subject. Or you could have a server-side rule delete certain types of messages before they ever reach your inbox.
Question
Using Outlook 2010 with a corporate Exchange Server.
The rule I want to create is this:
After email arrives from MachineMonkey and with Passed in the subject, Move it to the SuccessBuilds folder and mark it Read.
When I did that, the Outlook marked the rule as Client-Side. So I removed the part about marking it Read and it became a server side rule.
So I thought, ok, maybe marking an email as read is a client-side only activity. So I sent myself an email, closed Outlook, opened the email on my iPhone (thus marking it read). Then I opened the Outlook again and the email was already marked read. So clearly marking emails read can be a server-side activity.
So why is my rule being shoved client-side?
Answers
Using Outlook 2010 with a corporate Exchange Server.
The rule I want to create is this:
After email arrives from MachineMonkey and with Passed in the subject, Move it to the SuccessBuilds folder and mark it Read.
When I did that, the Outlook marked the rule as Client-Side. So I removed the part about marking it Read and it became a server side rule.
So I thought, ok, maybe marking an email as read is a client-side only activity. So I sent myself an email, closed Outlook, opened the email on my iPhone (thus marking it read). Then I opened the Outlook again and the email was already marked read. So clearly marking emails read can be a server-side activity.
So why is my rule being shoved client-side?
Create the rule in OWA instead ( With the more options choice). ( I assume you are using Exchange 2010). You can create a server-side rule to make it read there.
Server-side rules run on the server rather than in the Outlook client, so they allow you to apply rules before messages hit your system. Here’s how they work and what you can do with them.
What are the server-side rules?
When you configure normal rules in Outlook, they only work when Outlook application is open on your system. These rules are called client-side rules because they work in the Outlook client application. They’re great for things like filtering email in different folders because the rules fire when you open Outlook or when messages arrive in your inbox.
But what if you want the rules to fire when Outlook is closed, like forwarding messages to a colleague while on vacation? To do this, you need server-side rules, which work on the server that handles your mail, whether or not Outlook is open on your computer. Outlook also allows you to create them. So let’s go through the process.
caveat: Server-side rules work if you use Microsoft Exchange for your mail server (cloud-based O365 or a local Exchange server), but not if you use Outlook to process mail from a provider like Gmail or Yahoo! . You can still set up a reply and out-of-office rules for a non-Microsoft account, but you will need to leave Outlook enabled and running. If this is what you need, we have instructions for you.
How to configure server-side rules
You create normal rules (client side) in the rules manager by going to Home> Rules, but we don’t use them. Instead, go to File> Options and click the “Auto Replies” button.
To start creating a server-side rule, click the “Rules” button.
This brings up the Autorespond Rules panel, and as you can see, there is not much you can do, except click the “Add Rule” button.
The Edit Rule window that opens allows you to create your new server-side rule.
You will see that the options for these rules are much simpler than in the rules manager. In effect, you are limited to the actions that can be performed by the server. If you want Outlook to play a specific sound when an email from your boss arrives, you can only do so with a client-side ruler.
Suppose a team member is absent and wants any e-mail on How-To-Geek to be moved to a specific folder and forwarded to a specific person. First of all, they would select the option “Sent directly to me”. Then they would enter “How-To-Geek” in the subject line. They would then select the “Copy to” option and choose a folder. Finally, they would check the “Forward” option, select the recipient from the address book, and then click “OK”.
The rule is added to the list of server-side rules, and will be executed whether or not Outlook is open.
You can add as many of these rules as you want. And of course, you can do more with them than the simple example we showed here. You can use them to change the importance of messages from specific contacts or that contain certain words in the subject. Or you can ask a server-side rule to delete certain types of messages before they reach your inbox.
Outlook on the web
- See Inbox rules in Outlook Web App
Outlook for Windows
- See Manage email messages by using rules
Outlook for Mac
- See Create a rule in Outlook 2016 for Mac
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Using Exchange, I’ve created a rule and after I finished creating it I got a warning that the rule would be “client-only”. It also added the condition “on this machine only” by itself. I’ve disabled that condition but the rule still isn’t ran when Outlook is closed.
How do I turn it into a server rule?
Whether or not a rule will be a server-side or client-side rule depends on the actions, conditions and exceptions that are selected in the message.
When the rule contains an action or condition/exception that can only be performed by Outlook, then the rule turns into a client-side rule. If this action/condition/exception is also dependent on a specific configuration of Outlook then the rule will get the “on this machine only” condition as well.
This might sound confusing and is probably better explained with some examples;
- Server-side
From
move it to the folder
If the message is moved to a folder that is located within your Exchange mailbox and the sender’s name is either in the Global Address List (GAL) or in your Contact’s folder then the rule will be a server-side rule since all the information is contained on the Exchange server itself.
Client-side
From
flag message for
This rule will be a client-side only rule since the action is an Outlook feature and Exchange therefore won’t be able to process this rule. When Outlook is running or started again, the rule will be executed when the message is delivered to Outlook.
“On this machine only”
From
move it to the folder
The condition is similar to the first example, but if this time the specified folder is located within a pst-file, then the rule will be marked with “On this machine only”. This is not only because having a pst-file is an Outlook feature, but also because the pst-file may only exist on a specific computer only.
To prevent any errors during executing the rules, this specific rule will only be fired when Outlook is running on that specific computer.
Warning message when creating a client-only rule.
Client-side conditions/exceptions
Common conditions and exceptions that make a rule a client-only rule are;
- With specific words in the subject
- Marked as importance
- Marked as sensitivity
- Flagged for action
- With specific words in the body
- With specific words in the subject or body
- With specific words in the message header
- With specific words in the recipient’s address
- With specific words in the sender’s address
- Assigned to category
Client side actions
Common actions that make a rule a client-only rule are;
- Assign it to the category
- Permanently delete it
- Flag message for follow up at this time
- Clear the Message Flag
- Print it
- Mark it as read
- Display a specific message in the New Items Alert window
- Display a Desktop Alert
On this machine only conditions/exceptions
Common conditions and exceptions that make a rule an “on this machine only” rule are;
- From people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Sent to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Through the specified account
On this machine only actions
Common actions that make a rule an “on this machine only” rule are;
- Move it to the specified folder (if the folder is outside the user’s mailbox such as a pst-file, Public Folder or SharePoint List)
- Forward it to people or distribution list (if the address to be forwarded to is stored within your Contacts folder or the corporate GAL)
- Reply using a specific template
- Play a sound
- Start application
- Run a script
- Perform a custom action
Note: Rules for POP3 and IMAP accounts are always client-side rules and thus Outlook must be running in order to process the rules. If you want to run rules even when Outlook is closed for a POP3 or IMAP account, you’ll have to login to the web based client of your mailbox provided by your ISP and see if there is an option to configure rules there.
Question
I have found answers to the opposite of my question, but not what I am looking for.
I need to move message rules created in Outlook 2007 and stored on an Exchange 2007 server, to be CLIENT ONLY. I need to move them off the server and back to client only. The person has over 1000 rules, so doing it one by one will be difficult.
Answers
As far as I know, no. The rules in an Internet only account are stored in the local pst and not the Exchange mailbox.
Back to that first part. Rules are stored in 2 places, your mailbox and profile. So, while the rule may be client-based, it wont work if you are offline and as far as I know, still count against your rules quota in exchange. Hope that makes sense.
- Proposed as answer by Mike Shen Monday, September 7, 2009 6:57 AM
- Marked as answer by Mike Shen Thursday, September 10, 2009 4:04 AM
All replies
There is no concept of moving rules from the server to the client. Rules are server or client based depending on what the rule does. Outlook/Exchange decides if the rule is server or client-based.
An old link, but still valid:
Are you getting warnings that the user has exceeded the total number of rules allowed? If so, you can raise the rule limit in Exchange 2007 with the set-mailbox command using the RulesQuota switch:
The RulesQuota parameter specifies the limit for the size of rules for this mailbox. When you enter a value, qualify the value with one of the following:
- B (bytes)
- KB (kilobytes)
- MB (megabytes)
- GB (gigabytes)
- TB (terabytes)
Unqualified values are treated as bytes.
The default value for this parameter is 64 KB. The maximum value for this parameter is 256 KB.
The quota for mailbox rules applies only to enabled rules. There is no restriction on the number of disabled rules a mailbox can have. However, the total size of rules that are enabled, or active, cannot exceed the value specified for this parameter.
Email and calendar
Creating server and client side rules
Rules are simply sets of instructions that you use to tell Exchange how to handle your mail. They can be used to screen for certain messages and are often referred to as Filters.
For our purposes, email rules can be a powerful tool for simplifying our mail handling. The more mail you have in your Inbox, the more likely it is that you require a rule to manage it. Consider this scenario: you are responsible for coordinating and scheduling the activities of several individuals who participate in multiple meetings daily. Your Inbox will quickly get cluttered with Declines, Accepted, and Tentative meeting responses, potentially pushing out of view other, more important messages.
By using some of the built-in rules templates or creating new rules we can significantly enhance our email and calendaring experience.
The difference between server and client side rules
Server side rules are stored on the UVic Exchange server and execute on the server, on messages that you receive. Client side rules also exist on the server but act on messages that you send. For example, a rule that would have all mail sent to [email protected] to be copied to a specific folder would only execute when you send a message. The rule itself will execute from any computer and location where you have an Exchange connection and are using Outlook. Client-side rules will not execute when using OWA or other mail clients unless they were specifically setup on that computer.
Important note: Outlook 2007, 2010, and 2013 all offer server and client side rules capabilities. Outlook 2011 for Mac and Entourage 2008 do not have the ability to set server-side rules. Mac users can use Outlook Web App to set server side rules. Once the rules are applied, Entourage would properly receive processed rules from the Exchange server
Last reviewed on January 30, 2017 8 Comments
Applies to: Outlook.com, Office 365 Exchange, Exchange Server
A user had mismatched rules in Outlook and his Exchange mailbox and wasn’t sure what to do.
Outlook stores rules in the Exchange server mailbox (including Outlook.com accounts) and syncs a copy of the rules to Outlook on your desktop. This message comes up when Outlook detects the rules on the server are not identical to the rules stored in the Outlook data file and Outlook needs to know which ones you want to work with. If you know one set is correct, choose it, otherwise choose Server.
To eliminate the message, you can start Outlook with one of the cleanrules switches:
| Switch | Description |
|---|---|
| /cleanrules | Removes rules from both Outlook data file and the server mailbox |
| /cleanclientrules | Only removes the client side rules |
| /cleanserverrules | Only removes the server side rules |
If you clear only the client rules, the server rules will sync down to Outlook; clearing the server rules works the same way, with the rules stored in Outlook syncing up to the server.
You’ll first want to export the rules. This will allow you to restore the rules quickly and provides insurance, should something go wrong and you decide to delete all of the rules.
- Open the Rules & Alerts dialog, click Options and then Export rules.
- Close the Rules & Alerts dialog then close Outlook.
- Press Windows key + R on your keyboard to open the Run command.
- Type or paste outlook.exe /cleanrules in the Open field to clear all rules.
Use outlook.exe /cleanserverrules if you know some client rules didn’t sync up to the server.
Use outlook.exe /cleanclientrules to keep the server rules. - Press Ok to restart Outlook.
If you used the /cleanrules switch, import the rules you backed up earlier. If you used either the client or server switch, open the Rules & Alerts dialog and choose which rules to keep one last time. The rules will sync so both client and server are identical.
