Rule on a shared mailbox only runs when my Outlook is open

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sari_ops_bgr

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OS Version(s)
  1. Windows
Outlook version
Outlook 365 64 bit
Operating system::    Windows 11
Outlook version:     Outlook 365 64-bit
Email type or host:    Exchange Online (shared mailbo
Hi all. We have a shared mailbox for delivery confirmations, about 30 people have access, I'm the one who set it up. Outlook 365, 64 bit, Windows 11, Exchange Online.
I made a rule on the shared mailbox that moves anything from our courier's address into a subfolder and flags it. It works, but only when my Outlook is running. If I'm out for the day, nothing moves and on Monday there are two hundred messages in the inbox and people complain.
From what I read, the rule is client-side because of the flag action, so it lives on my PC. Is that right? If I remove the flag and only keep the move, will it run on the server instead? Or do I have to create the rule while logged into the shared mailbox itself in OWA?
Thanks, Sari
 
Small update in case someone finds this later. I made a copy of the rule without the flag action, only "move to folder", and the "(client only)" note next to it in the Rules list is gone. Left Outlook closed over lunch and the courier mails were in the subfolder when I came back, so it looks like it runs on the server now.
The flag was only there so people notice new ones, so I'll try a view with conditional formatting on the subfolder instead. If anyone has a better way to make new items stand out for everyone on a shared mailbox, I'm listening.
 
Yeah, there are a few actions (and some conditions) that force the rule client side, so it only runs when that client is opened. Except, shared mailboxes add a complication if opened as shared - the rule only runs when it's opened as an account.

Conditional formatting is probably the best option - you can use a formatting rule for messages received in the last day (or 2) so only new messages are highlighted. I have instructions here - you can use any age - just enter it as "today and 2 days ago"
www.slipstick.com

How to color-code your email as it ages | Slipstick Systems

Create an Outlook Custom View using Conditional Formatting to highlight messages as they age.
www.slipstick.com www.slipstick.com
 
Thanks Diane, that explains why it behaved differently on my colleague's PC, she has it added as a shared mailbox, not as an account. I went with your suggestion and set the view on the subfolder to show anything received in the last 2 days in bold dark red, everything older stays normal.

Funny thing, I copied the idea from home. My brother follows our local football club, and on the club's website the next match sits in its own box on top while everything else is further down, so he never has to scroll to see what's coming. Same logic, new items stand out and the rest fades into the background.

People in the office noticed it on the first morning without me saying anything, which is the best test. One more question: if I change the view on the shared mailbox, does it change for everyone, or does each person have to apply it themselves?
 
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