Outlook rules are actions that Outlook performs while receiving or sending email messages, based on conditions specified by the user. This feature automates monotonous functions that a user would otherwise constantly has to perform on its own. By using this tool, we can optimize the functionality of our Inbox setting.
But sometimes, some issues prevent these Outlook rules from running automatically. In this writeup, we will discuss in length how to fix Outlook rules not working on Windows.
Understanding the Error:
There can be multiple factors that hinder the performance of Outlook rules. Some of them are listed below:
- If the Outlook rule space quota limit exceeds the limit set for your mailbox, then it will hamper the functioning of Outlook rules
- If any corruption issue reported in send/receive settings file, it will prevent Outlook rules from running automatically
- Outlook rules will not work properly in case of any corruption issue in using a POP3 or IMAP account
How to Fix Outlook Rules Not Working on Windows?
In the previous section, we discussed how, by creating Outlook rules, we can optimise the functioning of our inbox. It saves a lot of productive time. But sometimes these rules stop working, causing a sort of frustration for the user. In this section, we will shed some light on some useful solutions to fix the issue of ‘Outlook rules not working on Windows. Below is the compiled list of solutions:
Fix 1. Enable Outlook Rules Functionality:
The first step is to check whether the Outlook rule feature is enabled or not. To do so, use the below steps:
Step 1: Explore the Outlook app and go to the File Menu.
Step 2: Select the Info tab, and then click Manage Rules & Alerts.
Step 3: In the Email Rules tab, check whether boxes besides the rules are checked or not; if not, then check them to enable the rules.
Fix 2: Outlook Rules Renaming:
It has been observed that, in some cases, using lengthy names for the Outlook rules results in operational functionality issues. To overcome this issue, give a new, shorter name to the Outlook rules and check whether issues are sorted or not. Follow the below steps to rename Outlook rules:
Step 1: Explore the Outlook app and select the File Menu.
Step 2: Go to the Info Tab and click the ‘Manage Rules & Alerts’ button.
Step 3: Explore the Email Rules tab. Choose the rule you want to rename.
Step 4: Click Change Rule, and then choose Rename Rule.
Step 5: Write a shorter rule name and click OK.
Step 6: Click ‘Apply’ to save the changes
Fix 3: Remove Unwanted Rules:
If the problem still persists even after renaming long Outlook rules, we also need to remove unwanted rules to nullify the possibility of conflicts. Follow the below steps to do so:
Step 1: Open the Outlook App and explore the File Menu on the top left.
Step 2: Go to the Info Tab and click the ‘Manage Rules & Alerts’ button.
Step 3: Hold down the ‘Ctrl’ key and choose the rules you no longer required.
Step 4: Click the Delete option at the top.
Step 5: Select Yes if prompted
Fix 4: Reset or Rename the Outlook SRS File:
SRS (Send and Receive Settings) is the send and receive setting file that stores essential account configuration on your system. If any corruption issue arises in this file, Outlook rules won’t work. To troubleshoot this error, you can reset or rename Outlook’s SRS file by following the below steps:
Step 1: Press Window + R to open the Run dialog box.
Step 2: Type %appdata%\Microsoft\Outlook, and then press Enter.
Step 3: Locate and Select Outlook.srs file in the File Explorer window
Step 4: Rename the Outlook.srs file to Outlook.srs.old and then restart Outlook
Fix 5: Disable the Stop Processing More Rules Option:
We can also fix this issue by disabling the “Stop Processing More Rules” option. The step-by-step guide is mentioned below:
Step 1: Open Outlook app, open the File tab on the top left
Step 2: Head over to Info > Manage Rules & Alerts
Step 3: Choose the rule from the list
Step 4: Click the Change Rule option
Step 5: Choose Edit Rule Settings from the list Step 6: Clear the stop processing more rules checkbox
Step 7: Click Finish and then Apply
Fix 6: Make Rules to Run on All Devices:
One of the reasons Outlook rules stop functioning is when they are configured to work on a particular device only. If we can configure rules to run on all devices, we can overcome the issue of Outlook rules not working on Windows. The step-by-step guide is mentioned below:
Step 1: Explore Outlook app, Go to File menu > Info > Manage Rules & Alerts.
Step 2: Double-click the problematic rule.
Step 3: Under Select conditions, uncheck the on this computer only box.
Step 4: Click Finish followed by Apply.
Fix 7: Turn On the Cached Exchange Mode:
You can resolve this issue by activating “Exchange Cache Mode.” By doing this, Outlook retains a copy of your mailbox within the Outlook data file. This prompt app implements your rules without any issues. Follow the below steps to activate Cached Exchange Mode in Outlook:
Step 1: Explore Outlook app and select the File menu on the top left.
Step 2: Go to the Info tab, and click/ select Account Settings
Step 3: Under the Email tab, choose your account and select Change.
Step 4: Double click on the profile, under offline settings
Step 5: Tick off the Use Cached Exchange Mode checkbox.
Step 6: Click Next and restart the Outlook
Wrap Up:
In a nutshell, Outlook rules keep the inbox organized. If these rules stop functioning, then the task of organising the inbox can be challenging, especially in situations where the user receives a lot of emails throughout the day. In the above post, we have discussed possible reasons as well as solutions for the issue of ‘Outlook rules not working on Windows.’ You can try and select the strategy that is best suited for your specific situation and setup.