Macro to change folder of rules automatically

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Cegcam

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Hello to all,

I have several subfolders within Inbox and many rules for the PST file named "Emails_2013".

I haved created a new PST file named "Emails_2014" with the same subfolders estructure within Inbox and I want to apply
the same rules to the new PST.

May somebody help me with a macro to update via VBA the rules please.

The thing is for example, I have this:

Rule1 sends emails with certain conditions to "Emails_2013/Inbox/Personal"
Rule2 sends emails with certain conditions to "Emails_2013/Inbox/Daily Task"
.
.
.
Rule30 sends emails with certain conditions to "Emails_2013/Inbox/Reports"


And I'd like if possible a macro that changes where the rules sends the emails to get this:
Rule1 sends emails with certain conditions to "Emails_2014/Inbox/Personal"
Rule2 sends emails with certain conditions to "Emails_2014/Inbox/Daily Task"
.
.
.
Rule30 sends emails with certain conditions to "Emails_2014/Inbox/Reports"

I hope make sense.

PS: Question posted in other site too

Thanks in advance.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
As far as I know, you can't edit rules using VBA, you'd need to create them all from scratch.
See http://msdn.microsoft.com/en-us/library/office/ff867254(v=office.15).aspx for an example.

My recommendation: export the old mail to a new pst called it Email_2013 and use the current pst for new mail. Next year, export to Email_2014.... it's a lot easier than making new pst - you won't lose rules, views or any other hidden items.
 

Cegcam

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Hello Diane,

Thanks for your answer and suggestion. Actually nice idea the recommendation you gave me. I think now is the best way.

The thing is that the older (Email_2013) file is more than 10 GB and export it would take a lot of time and during this time I won't able to use Outlook.

Then I'm trying to use the example macro you shared me, only I'm not sure how to set all possible conditions I need, for example.

The exception code is like this:
Set oExceptSubject = oRule.Exceptions.Subject
With oExceptSubject
.Enabled = True
.Text = Array("fun", "chat")
End With

But I don't know how the code to set individually the following conditions that I normally use:
- and With "This string" in the subject
- and With "This string" in the subject or body
- Except if my name is in CC or To box
-Or except if "this@email.com" is in sender´s address
- sent only to me
- sent to "thisemail"
- and on this computer only.

May you help me with a example or where can I read how to set the possible conditions.

Thanks in advance.

Regards
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
The thing is that the older (Email_2013) file is more than 10 GB and export it would take a lot of time and during this time I won't able to use Outlook.

I'll need to go over the code later when i have more time, but I would start the export and go for lunch, or at some other time when i won't need the computer. Of course, I can lock my door instead of my computer... so that might not work for everyone. You could copy the pst then as time permits, delete 2013 mail from the pst you are using, leaving the copy as the archive.
 

Cegcam

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Hello dear Diane,

Many thanks for your advices. I'll start exporting or copying as you said, and hopefully it'll work.

I think I'll to delete all emails and compress older PST after export to reduce size.

Best regards
 

Cegcam

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Hello Diane,

I've tested and seen that exporting only the estructure of the old pst Email_2103 to a new pst calles Backup_Email_2013 could help me saving some time, then, since the new PST (Backup_Email_2013)
has the same Inbox estructure with the same number and names of subfolders, then, then only what I need
is to move between each pair of Inboxs and subfolders the emails older than certain date, for example
I need to move from Email_2013 to Backup_Email_2013 the emails older than 01/01/2014.

I mean, how can I move in the following way?

Emails older than than 01/01/2014 from "Emails_2013/Inbox/" to "Backup_Emails_2013/Inbox/"
Emails older than than 01/01/2014 from "Emails_2013/Inbox/Personal" to "Backup_Emails_2013/Inbox/Personal/"

.
.
.
Emails older than than 01/01/2014 from "Emails_2013/Inbox/Reports" to "Backup_Emails_2013/Inbox/Reports"


Thanks in advance for any help.

Regards
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
You can use a filter - it's the same filter used for custom views, search folders etc. This will move everything with a received date prior to 2014 to the pst listed in the designated pst file.

Exporting will not remove the messages from the current data file though - Archiving will move them and you can set a specific date if you use a manual archive in File, Mailbox clean up. Archiving won't move flagged items, they'll need to be marked complete first. I don;'t think the manual archive needs the reg key to archive by received date, but it's been awhile since I tested it.

Export Filter:

export-filter.png

received-filter.png

Manual Archive:

cleanup.png
 

Cegcam

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Hello dear Diane,

Many thanks for your detailed explanations.

It seems the Archive option works as I needed. I'm only compacting the huge old PST that will remain
as default PST in order to avoid edit all the rules I have.

Only, I wasn't able to find the option Export filter like in the first image you pasted. I think in Outlook 2010 is different
or doesn't exist in that form.

Thanks again.

Best regards
 
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