How to create a rule to process mail sent on behalf of another user

In Outlook 97, Outlook 98, and Outlook 2000, the Rules wizard does not allow you to move (or in any way process) a mail item that was sent on behalf of another user. To create such a rule, you need to use custom forms and rules based on categories.

Microsoft Exchange Server gives you the ability to send mail on behalf of another user. This is done by giving the appropriate permission in the Microsoft Exchange Server Administrator program. For example, if a user called USER1 has been given such rights for USER2, then USER1 can send a message on behalf of USER2. If you want to create a rule such that all messages sent by USER1 on behalf of USER2 are moved to a folder called Sent On Behalf Of USER2, nothing in the Rules wizard lets you do that.

One solution is to create a custom form that will be preset to a category called "Sent On Behalf Of." In this example, USER1 can use this form whenever he or she sends mail on behalf of USER2. You can then create a rule that checks messages after they are sent, checks if the category is set to Sent On Behalf Of and, if so, moves those messages to a specific folder (or processes those messages in other ways).

The detailed steps are given below. These steps are for Outlook 97, but the same steps apply, with minor differences, for Outlook 98 and Outlook 2000. To create a form:

1. In Outlook 97, open a new message form.
2. On the Edit menu, click Categories.
3. Add a category called "Sent On Behalf Of," and then click OK.
4. On the Tools menu, click Design Outlook Form.
5. On the File menu, click Publish Form As.
6. Give a name to the form (for example, SentOnBehalfOf).
7. Click Publish. By default, the form is published in the Personal Forms Library.
8. On the File menu, click Close. Click No, when you are prompted to save changes.

To create a rule:

1. On the Tools menu, click Rules Wizard, and then click New.
2. Click the When I send a message radio button, and then click Next.
3. In the Which conditions do you want to check box, click Assigned To Category.
4. In the Rule description box, click Category.
5. Type Sent On Behalf Of, click OK, and then click Next.
6. Click Move a copy to the Specified Folder.
7. In the Rule description box, click Specified.
8. Choose the folder to which you want the message to be moved.
9. Click OK, and then click Next.
10. Click Next, click Finish, and then click OK twice.

NOTE: The procedure shows one of the several ways in which a category may be used to filter mail. There are several other ways. Which method you use depends on the objective you want to achieve and the peculiarities and limitations of your environment.