Configuration of rules

CodeTwo Exchange Rules Pro enables creation of email rules that will be triggered by the program in case of meeting the defined conditions while the messages are traveling through the Exchange Server.

In the subsections of this section, you will learn how to define the conditions / exceptions of rules, the groups of conditions / exceptions and finally add the actions to the defined rules. Furthermore, you will also learn how the particular actions and conditions work. Last but not least, you will be given information on the additional options useful while processing rules. Click the links below to learn more about:

To add a rule, click the Add button located in the List of rules pane within the Administration Panel. It will show the menu containing a new clean rule along with the predefined samples of rules that may be used instead of creating such from scratch (Fig. 1.):

ER Pro 2.x - Add a new rule.
Fig. 1. Adding a new rule.

The ready-made rules include:

  • New rule (clean) - adds a clean rule without any conditions nor actions
  • Signature for internal mail - inserts a signature to emails sent inside the particular organization
  • Signature for outgoing mail - inserts a signature to emails sent outside the particular organization
  • Autoresponder - sends automatic replies to incoming emails during the weekends
  • Report sensitive content - forwards emails to the Administrator if a credit card number is found within the email body
  • Compress attachments - compresses attachments exceeding 2 MBs included in the incoming emails
  • Unsubscribe mechanism - creates two rules responsible for unsubscribing a recipient from the mailing list

Once you add a rule, it will be instantly visible on the List of rulesTo manage the rules' order, you can use the up and down arrows or simply drag & drop the desired entires. Next to the up and down arrows there is a menu button that corresponds to the context menu available after right clicking a rule. The available options are:

  • Enable/Disable 
  • Rename
  • Clone 
  • Remove
  • Categories 
  • Move up/down (context menu only)
Exchange Rules Pro - List of rules
Fig. 2. List of rules.

On the General tab of every rule you can change its name, add a description, check when and who created / lastly modified the rule and finally enable it.

Exchange Rules PRO - General tab
Fig. 3. General tab.


Note that after adding the rules, they will be activated by default. It means that the program will apply actions defined in the rules if the conditions are met, right after clicking Submit changes button.

Search mechanism

The built-in search mechanism allows you to quickly find desired rules on the list. To begin a search, simply start typing in the search box field and finally hit the Enter key. The searching is case insensitive, so it does not matter whether you type in "word" or "WoRd" - either way the rules will be found.

Exchange Rules PRO - Search box
Fig. 4. Using search box.

The search is organized also by additional filters, that has both graphical and text representations. To manage assigned filters using the graphical picker, you can use the dropdown button and click an appropriate link. Every filter is shown in the search box with format of filter:"value" and is also case insensitive. The available filters are:

  • State - you can define whether you are looking for only enabled or disabled rules. The text representation is s:"Enabled" for enabled rules and s:"Disabled" for disabled ones.
Exchange Rules PRO - state filter
Fig. 5. State filter.
  • Category - you can define which categories must be assigned to rules you are looking for. The text representation is c:"category_name", e.g. c:"Auto responds" for rules that belong to "Auto responds" category.
Exchange Rules PRO - category filter
Fig. 6. Category filter.

By default, if you choose multiple categories from the picker, the program will return all rules that matches at least one of the defined categories. The text representation would be c:"Category_one;Category_two;Category_three".  

On the other hand, in the case you need to filter rules that belong to multiple categories, you can use multiple filters using the text representation. Therefore a text representation c:"Category_one" c:"Category_two" will return rules that belong to at least these two categories.


For your convenience, rules can be organized in categories. A single category consists of chosen name and color. The Rule categories tab within program's Settings allows you to manage them using the AddEdit and Remove buttons.

Exch - Rules categories
Fig. 7. Managing rules' categories


If you remove a category from the program's Settings, the category will be unbound from all associated rules.

A single rule can belong to multiple categories at a time. All categories to which the rule is assigned are displayed at the bottom of the General tab of every rule. From there you can also append more of them using the Assign categories button.

Exchange Rules PRO - assign categories
Fig. 8. Rule categories.

Learn more about Categories

See next

How to - this article describes the most common scenarios of the configuration of rules.

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