University Computer Help Desk

Setting up Exchange calendar only server-side rule

To use the Exchange calendar only, you must set up a special, server-side email rule.

To use the Exchange calendar only (as opposed to Exchange for both calendar and email), you must set up a server-side email rule using Outlook. This rule deletes all non-meeting email so your Exchange Inbox so it's easy to find meeting email.

Entourage Users: This server-side email rule must either be created or imported using Outlook 2003/2007. You can use a Windows computer that is already set up for another user by referring to: 1286: How to launch Outlook with a different account using "Run as..." in Windows XP. If you do not have access to Outlook on a Windows computer, you can get help at the University Computer Help Desk office in Julian Hall 115.

Import the Calendar Only Server-Side Email Rule

You must use Outlook 2003 or Outlook 2007 to import the server-side email rule (even if you plan to use Entourage for your calendar). You only need to apply this rule one time, even if you reinstall or upgrade Outlook or Entourage.

Important: Do not import or set up this rule if you use Exchange for both calendar and email.

  1. Download the Calendar Only server-side email rule.
  2. Open Outlook 2003 or Outlook 2007.
  3. Click Mail on the left side of the window.
  4. Click Tools > Rules and Alerts....
  5. If you see a drop-down menu labeled, Apply changes to this folder:, click the drop-down menu and select your Exchange profile. Do not apply the server-side email rule to a POP or IMAP profile.
  6. Click Options.
  7. Click Import Rules....
  8. Browse to the location of the rule you downloaded in step 1. Select the file and click Open.
  9. Click OK.
  10. Verify that the rule, Calendar Only, appears in the list of email rules for your Exchange account.
  11. Click OK.

With this server-side email rule in place, your Inbox in Outlook, Entourage, and OWA will contain only meeting requests and updates. You will also receive email requests and updates in your normal email. When you receive a meeting request in your normal email, you should log in to Outlook, Entourage, or OWA to respond.

Manually Create the Server-Side Email Rule

If you prefer, you may create the server-side rule manually. You must use Outlook 2003 or Outlook 2007 to create this server-side email rule (even if you plan to use Entourage for your calendar). You only need to apply this rule one time, even if you reinstall or upgrade Outlook.

Important: Do not set up this rule if you use Exchange for both calendar and email.

  1. Open Outlook 2003 or Outlook 2007.
  2. If Outlook is not already configured for you, you must configure it.
  3. Click Mail on the left side of the window.
  4. Click Tools > Rules and Alerts....
  5. If you see a drop-down menu labeled, Apply changes to this folder:, click the drop-down menu and select your Exchange profile. Do not apply the server-side email rule to a POP or IMAP profile.
  6. Click New Rule....
  7. Start by creating a blank rule.
    • If you are using Outlook 2003, click Start from a blank rule.
    • If you are using Outlook 2007, click Check messages when they arrive.
  8. Click Next.
  9. The next screen asks, What condition(s) do you want to check? Do not check any conditions. Click Next.
  10. You are asked, This rule will be applied to every message you receive. Is this correct? Click Yes.
  11. Click delete it from the list of actions. (This check box appears towards the top of the list.)
  12. Click Next.
  13. Click except if it is a meeting invitation or update from the list of exceptions. (This check box appears towards the bottom of the list.)
  14. Click except if the subject contains specific words. (This check box appears towards the top of the list.)
  15. In the area at the bottom of the window, labeled Step 2: Edit the rule description, locate the line that says, except if the subject contains specific words.
  16. Click on specific words. Then do the following:
    • Note: Each of these phrases is followed by a colon (:).
    • Type Sharing invitation: and click Add.
    • Type Sharing request: and click Add.
    • Type Accepted: and click Add.
    • Type Declined: and click Add.
    • Type Tentative: and click Add.
    • Type New Time Proposed: and click Add.
  17. Click Next.
  18. Name the rule Calendar Only.
  19. Click Run this rule now on messages already in "Inbox."
  20. Click Finish.

With this server-side email rule in place, your Inbox in Outlook, Entourage, and OWA will contain only meeting requests and updates. You will also receive email requests and updates in your normal email. When you receive a meeting request in your normal email, you should log in to Outlook, Entourage, or OWA to respond.

See Also:

Article Information

  • Article ID: 1255
  • Last Review: Aug 29, 2008
  • Type: Instructions

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