Client-only rules in Outlook are rules that depend on the Outlook client being open and running. These rules are executed on your local machine and won’t sync or work on other devices or in Outlook Web. Here are some common examples of client-only rules:

1. Rules that Require Running Scripts

  • Example: A rule that runs a custom VBA script to process incoming emails.
  • Why It’s Client-Only: The execution of scripts requires the Outlook application to be open and running on your local machine.

2. Rules that Involve Specific Client-Based Actions

  • Example: A rule that moves emails to a folder based on criteria that involve complex actions only available in the desktop client.
  • Why It’s Client-Only: These rules often depend on Outlook’s specific features that are only available in the desktop application.

3. Rules Based on Categories or Colors

  • Example: A rule that assigns a specific category or color to incoming messages based on certain criteria.
  • Why It’s Client-Only: Categories and colors are specific to the Outlook client and are not handled by the server.

4. Rules that Move Messages to Local Folders

  • Example: A rule that moves emails from a particular sender to a local PST file (a file-based storage location on your PC).
  • Why It’s Client-Only: PST files are stored locally and are not available or synchronized with the server.

5. Rules that Involve Alerts or Notifications

  • Example: A rule that plays a specific sound or displays a pop-up notification when an email from a particular sender arrives.
  • Why It’s Client-Only: Such notifications are managed by the client and are not processed or synchronized by the server.

6. Rules with Specific Client-Based Formatting

  • Example: A rule that automatically formats emails with specific fonts or colors based on certain criteria.
  • Why It’s Client-Only: Formatting options are typically managed within the Outlook client and are not transferred to server-based processing.

How to Convert Client-Only Rules to Server-Based Rules:

To ensure your rules work across devices and in Outlook Web, you’ll need to make sure they are server-based. Here’s how:

  1. Review Your Rules: Check the rules listed in the Rules and Alerts settings.
  2. Modify or Recreate Rules: Adjust the rules to use only server-compatible actions. Avoid using scripts or actions that rely on client-specific features.
  3. Test Your Rules: Make sure the revised rules work in Outlook Web by accessing them from another device.