Rules Don't Run Automatically

[Michele]

I've got several rules in Entourage that when run individually work.
However, they do not seem to be applied when messages are received and if I
highlight all messages and try to apply All Rules, it also doesn't work.
Only running each rule one at a time works but this is taking up a lot more
of my time than I wanted. One reason I moved to Entourage is because I'm
used to Outlook at work and this seemed pretty similar. But this constantly
having to run the rules on a group of messages, one at a time, is getting
tiresome.

Does anyone have any idea what may be wrong? I using Entourage 2004
v.11.3.3. I could really use some help here before I pull all my hair out.
&)

Miki

 

[Diane Ross]

I've got several rules in Entourage that when run individually work.
However, they do not seem to be applied when messages are received and if I
highlight all messages and try to apply All Rules, it also doesn't work.
Only running each rule one at a time works but this is taking up a lot more
of my time than I wanted. One reason I moved to Entourage is because I'm
used to Outlook at work and this seemed pretty similar. But this constantly
having to run the rules on a group of messages, one at a time, is getting
tiresome.

A prior rule is running that is preventing your rule from working. First try
moving the rule to the top of the list. Does it work now?

There are 3 different kind of rules in Entourage:

Mailing List Manager (MLM)
Junk Mail Filter
Rules (custom rules you create)

They run in the order just listed. The custom rules also run in the order
they are listed. (top runs first)

Use the MLM for all lists. Use rules for the remainder. Try to use
categories instead of individual addresses when possible. When an address is
added assign a category then it will automatically be acted on by the rule.

1) POP Rules act on a message ONLY when it first arrives in the Inbox (On My
Computer), NOT when it arrives in any other folder. Once it's moved to
another folder it won't be seen by rules.

2) IMAP Rules are meant to act on a message ONLY when it first arrives in
the IMAP INBOX, not when moved to another IMAP folder.

3) Exchange Rules act on a message ONLY when it first arrives in the
Exchange Inbox.

See "Using Rules with Entourage" for help and examples:

<http://entourage.mvps.org/rules/index.html>
--
Diane Ross, Microsoft Mac MVP
Entourage Help Page
<http://www.entourage.mvps.org/>
Entourage Help Blog
<http://blog.entourage.mvps.org/>

 

[Michele]

I have a program called Spamsieve which uses the first rule to run through
the messages and pull out spam. It runs an Applescript. Could that be what
is stopping the other rules from running?

Being familiar with Outlook I know about them running in the order listed.
But I'm new to the Mac, Entourage and to Applescripts.

 

[Diane Ross]

I have a program called Spamsieve which uses the first rule to run through
the messages and pull out spam. It runs an Applescript. Could that be what
is stopping the other rules from running?

Being familiar with Outlook I know about them running in the order listed.
But I'm new to the Mac, Entourage and to Applescripts.

AppleScripts are a great addition to extending the functionality for
Entourage. See Favorite Scripts to use with Entourage:

<http://www.entourage.mvps.org/script/fav_scripts.html>

Once an Entourage rule runs an AppleScript or moves a message, it cannot
apply any more rules to that message. However, with Entourage 2004 this is
no longer true.

One option is to order your rules so that Entourage applies the SpamSieve
rule after all your other rules.

Using SpamSieve with Entourage
<http://www.entourage.mvps.org/rules/junk/spamsieve.html>

Since you are new to Entourage, here are my suggestions on setting up rules.

Use the Mailing List Manager (MLM) to
manage Lists. Set the Junk Mail Filter to High, set custom rules.

Remember rules are based on good Address Book management.

Assign a category to every entry in your Address Book. You
can select using command-select to quickly add a lot of entries to one
category.

Let's say you have no custom rules created. You have a ton of mail in your
Inbox and Junk folder . If it's in your Junk folder and it's good mail,
select "This is not junk" and add the entry to your Address Book.
[IMPORTANT]

Next, let's deal with your list mail in your Inbox. Select a list message
and open the MLM . Select the folder destination. Under the Advanced tab, I
like to uncheck "Do not apply rules to list messages". I use a VIP rule to
mark messages from the "knowledgeable" contributors so I make sure not to
miss their posts.
<http://www.entourage.mvps.org/get_started/index.html#tip15>

After you create your Mailing List Manager rule, run All rules to remove
list mail from your Inbox. Continue with all of your list mail. This will
leave you with personal mail.

Select the first personal message in your Inbox. Can this message be sorted
by a category like Work, Buddy, Family, Announcements, Newsletters? If yes,
then assign a category to the email and set a rule.

My Buddy Rule:

From is in category Buddy
Is not in a mailing list

Move to folder Buddy
Run AppleScript Play sound (I like to use this action so I can hear when I
get mail from my buddies)

Look through other email in the Inbox and see if there are other emails
there from Buddies. Assign categories to these if you haven't assigned in
your Address Book and run "All Rules". This will move all buddy mail from
your Inbox.

Take the next message, create a rule. Use Categories instead of individual
addresses. If you add extra addresses in the future to this category, the
rule using category will automatically include the new address. It's a lot
easier than having to open the rule and add individual addresses.

Run all rules and see if it works, If not then adjust the rule so it does
work. By doing this you will find the broken rule as you go.

FWIW, adding domain names to the Junk Mail Filter isn't fool proof. You can
also copy these to archive by selecting all under Safe domains. If you can
find an old backup you can copy these from the archive.

I suggest adding a rule "from is me". This will get your legitimate mail you
test send to yourself and not the fake spam that is sent from you. I like
the first example. Not many spammers use Entourage as their client.

<http://www.entourage.mvps.org/rules/example/rule012.html>

Hope this helps.


--
Diane Ross, Microsoft Mac MVP
Entourage Help Page
<http://www.entourage.mvps.org/>
Entourage Help Blog
<http://blog.entourage.mvps.org/>

 

[Michele]

My goodness you do learn something new everyday, don't you? Thank you so
much for this information. It's late so it's going to take me a few days to
absorb all the data you've given me here but I now see some great ways to
manage some of the buddy groups I have that aren't lists. I think before I
get too many more addresses and email on the Mac, I should spend some time
in setting up Entourage the right way. THANKS!!!

I have a program called Spamsieve which uses the first rule to run through
the messages and pull out spam. It runs an Applescript. Could that be what
is stopping the other rules from running?

Being familiar with Outlook I know about them running in the order listed.
But I'm new to the Mac, Entourage and to Applescripts.

AppleScripts are a great addition to extending the functionality for
Entourage. See Favorite Scripts to use with Entourage:

<http://www.entourage.mvps.org/script/fav_scripts.html>

Once an Entourage rule runs an AppleScript or moves a message, it cannot
apply any more rules to that message. However, with Entourage 2004 this is
no longer true.

One option is to order your rules so that Entourage applies the SpamSieve
rule after all your other rules.

Using SpamSieve with Entourage
<http://www.entourage.mvps.org/rules/junk/spamsieve.html>

Since you are new to Entourage, here are my suggestions on setting up rules.

Use the Mailing List Manager (MLM) to
manage Lists. Set the Junk Mail Filter to High, set custom rules.

Remember rules are based on good Address Book management.

Assign a category to every entry in your Address Book. You
can select using command-select to quickly add a lot of entries to one
category.

Let's say you have no custom rules created. You have a ton of mail in your
Inbox and Junk folder . If it's in your Junk folder and it's good mail,
select "This is not junk" and add the entry to your Address Book.
[IMPORTANT]

Next, let's deal with your list mail in your Inbox. Select a list message
and open the MLM . Select the folder destination. Under the Advanced tab, I
like to uncheck "Do not apply rules to list messages". I use a VIP rule to
mark messages from the "knowledgeable" contributors so I make sure not to
miss their posts.
<http://www.entourage.mvps.org/get_started/index.html#tip15>

After you create your Mailing List Manager rule, run All rules to remove
list mail from your Inbox. Continue with all of your list mail. This will
leave you with personal mail.

Select the first personal message in your Inbox. Can this message be sorted
by a category like Work, Buddy, Family, Announcements, Newsletters? If yes,
then assign a category to the email and set a rule.

My Buddy Rule:

From is in category Buddy
Is not in a mailing list

Move to folder Buddy
Run AppleScript Play sound (I like to use this action so I can hear when I
get mail from my buddies)

Look through other email in the Inbox and see if there are other emails
there from Buddies. Assign categories to these if you haven't assigned in
your Address Book and run "All Rules". This will move all buddy mail from
your Inbox.

Take the next message, create a rule. Use Categories instead of individual
addresses. If you add extra addresses in the future to this category, the
rule using category will automatically include the new address. It's a lot
easier than having to open the rule and add individual addresses.

Run all rules and see if it works, If not then adjust the rule so it does
work. By doing this you will find the broken rule as you go.

FWIW, adding domain names to the Junk Mail Filter isn't fool proof. You can
also copy these to archive by selecting all under Safe domains. If you can
find an old backup you can copy these from the archive.

I suggest adding a rule "from is me". This will get your legitimate mail you
test send to yourself and not the fake spam that is sent from you. I like
the first example. Not many spammers use Entourage as their client.

<http://www.entourage.mvps.org/rules/example/rule012.html>

Hope this helps.

 

[Mickey Stevens]

AppleScripts are a great addition to extending the functionality for
Entourage. See Favorite Scripts to use with Entourage:

<http://www.entourage.mvps.org/script/fav_scripts.html>

Once an Entourage rule runs an AppleScript or moves a message, it cannot
apply any more rules to that message. However, with Entourage 2004 this is
no longer true.

I don't think that's the case for the "Run AppleScript" action any more in
the latest versions of Entourage. Just uncheck the "Do not apply other
rulesŠ" checkbox at the bottom of the rule.