The issues vary from mail not syncing at all to delayed and intermittent mail retrieval from the Exchange server to mail disappearing and just about everything in between. For more information, see Create or edit a rule in Outlook for Mac 2011 or Create a rule in Outlook 2016 for Mac.There have been numerous cases reported of Outlook 2011 for Mac not syncing properly with Exchange (both 20, 2003 is NOT supported by Outlook for Mac). You cannot use Outlook for Mac to manually apply server-based rules. Manually applying rules works only for On My Computer rules. Notes: Clicking Apply All includes Mailing List Manager rules.Please select the specified mail folder you will set the Outlook rule for, and click Home > Rules > Manage Rules & Alerts. Outlook 2011 and Exchange Best Practices1. Here is where this article will come to your aid. Various reports from numerous forums (both Microsoft and non-Microsoft) indicate a variety of ways to combat this. Why this pertains to Outlook 2011 on the latest supported version of Exchange (2010) is unknown, but the existence of the issue is undeniable. There is no “official” Microsoft documentation stating this but older documentation for Exchange 20 explains issues regarding mail store parsing by mail clients.Enter the following information:Item Count Limitation: One of the biggest culprits (seemingly) is the high number of items users tend to have in their mail folders. Once you have entered your Email address the options window will expand. Enter your complete email address email password. On the Accounts window, select E-mail Account. To configure Outlook 2011 for Mac: Click Tools, then Accounts. In the Rules Wizard, please click the Apply rule on messages I Users may gain these features by installing Google's Mac Sync Tools (unsupported).That is, unless a system admin limits mail store size to something abominably low so this issue is avoided altogether. New users currently engaged in an Exchange –> Mac setup should follow this main guideline. Granted most will already have a mailbox in despair and cannot conform to this easily, it should be noted that it can be fixed. Despite no documentation stating there is a limit for Mac 2011, it’s apparent that reducing mailbox size can drastically improve performance and minimize downtime. Keeping them under 5,000 or so items seems to keep things in shape.
Set Rules In Outlook 2011 Mac 2011 OrKeep all folders item counts below 5,000, including the number of items in subfolders. Though the latest package is still not on par with the Windows. Here’s what to consider:Microsoft Office for Mac 2011 offers a solid update to the Word, Excel, PowerPoint, and the other members of the productivity suite. Folder creation and movement should be done via webmail. The best method to organezize (Taxi Driver reference) is to move individual items (by date or whatever you choose) within Outlook itself. Catalog at your discretion. This is because the processing within the mail store is being done on the mail server itself. Moving folders in webmail moves the items almost instantaneously. I need confirmation on 2007. A fiscal quarter’s worth of inbox items might be 5,500 items, so split it by month just to be safe. The only thing I can suggest is to spend some time on the initial sorting of your stuff and if in doubt, just split the folder up into smaller parts. I split this folder into two and BAM it was fixed. I’ve seen a folder repeatedly try to sync and download non-existent attachments when as low as 4,300. Move the folders in webmail and Outlook should see the change within seconds.EDIT: Sometimes folders freak out when near the 5,000 item count. It’s a weird little quirk, so just do it in Outlook it’s easier to manage. Wireshark download for macIf you are, for example, segregating a subset of mail from your inbox, maybe 4,000 messages, move that and WAIT until it completes. Here’s a sample way to organize:Do not attempt to move more than one clump of mail at a time. The months aren’t in alphabetical order, so a folder with items from January can be named “01-Jan-Inbox-2012” to get it before the February folder, which you can name “02-Feb-Inbox-2012”. Slow and steady wins the race in this case, so be sure not to overburden Outlook with too many tasks as it is liable to crash.2. This is noted on the bottom on the status bar. If you switch to the new destination folder you will see that the mail is transferring. This is expressed with a little progress bar in Outlook. Other folders… well… they’re not checked so much. This is likely due to the fact that the inbox and sent items folders are the most often checked when Outlook synchronizes to the mail server. It should look like this when you’ve done it:I’ve not seen issues with subfolders of custom folders. To do so in Outlook 2011, create and name a new folder then drag it up so your mouse cursor is in the tiny space above the inbox folder. Instead put custom folders at the same level as the inbox. In this section you will another inbox, sent items, drafts, deleted items, and junk folder. Do not store mail in the “On My Computer Section” of Outlook by manually dragging or copying mail to the folders in there. Custom folders should have no more than 5,000 items but CAN have subfolders, each of which can have their own set of 5,000 items and more subfolders. ![]() I’d rather not have a folder with 500 items accidentally moved to another account, thus filling that account with that data and possibly causing space issues.4. I find it easier to use and thus easier to manage accounts when they are all separate. Sent items, and deleted items folders together. Enabling this grouping pools all the inboxes. If you’ve more than one account setup, you might want to uncheck this box. Just be weary of placing anything outside of the archived mail folder.SIDENOTE: Also note the grouping option. While on Exchange, this step is useless. Forgo the idea of rebuilding your database. For more details on how to archive mail effectively, refer to this article Archive Email in Outlook 2011 for Mac.5. This reduces the risk of loss (especially when combined with step 3 above) and reduces the time required to get an Identity up and running again should a database become corrupt. Hold the Option key while clicking the Outlook icon in the dock (it’s located in the /Applications/Microsoft Office 2011/Office folder). To manage identities you’ll need to utilize the Microsoft Database Utility. When the only mail that is stored locally is in archived files, all you need to do is create a new profile, setup your account, then import your mail. Ah ha! It all comes together. Note this is only an option when you DO NOT store mail in the “On My Computer Section”. Set Outlook to download headers only. We can minimize the time of the sync, too. Outlook will then re-sync everything from the server, fresh, from scratch. Your exact situation will govern whether or not this will be help or a nuisance to you.There might be more tidbits we can add but for now this is what I’ve got, and so far it seems to work rather well. Since only the crucial parts of the email are initially downloaded, acquiring the content and/or attachments requires you to be online in order to download them. The tradeoff is that you need to be online to read messages. ![]()
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