Configuration of rules

CodeTwo Exchange Rules Pro allows you to create email rules that will be triggered by the program (if certain predefined conditions are met) while the messages are traveling through the Exchange Server.

In the subsections you will learn how to define the conditions/exceptions of rules, manage groups of conditions/exceptions and add actions to the defined rules. Furthermore, you will learn how the particular actions and conditions work. Last but not least, you will be given information on the additional options that are 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 a menu allowing you to create a new clean rule or select one of the predefined rules (Fig. 1.).

Er Pro quick rules
Fig. 1. Adding a new rule.

The available rules include:

  • New rule (clean) - adds a clean rule without any conditions or actions
  • Signature for internal mail - inserts a signature to emails sent inside an organization
  • Signature for outgoing mail - inserts a signature to emails sent outside an organization
  • Weekend autoresponder - sends automatic replies to incoming emails on Saturdays and Sundays
  • Report sensitive content - forwards emails to the administrator if a certain sensitive content (e.g. 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 a mailing list


If the rules listed above are not sufficient for your needs, or if you would like to see examples of fully configured, sophisticated rules that you can modify, consider importing sample rules.

Once you add a rule, it will be instantly visible on the List of rules pane. To manage the rules' order, you can use the up and down arrows or simply drag & drop the desired entries. Next to the up and down arrows there is a menu button that opens a context (shortcut) menu which is also available when right-clicking a rule. The available options are:

  • Enable/Disable 
  • Rename
  • Clone 
  • Remove (context menu only)
  • 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 rules they will be activated by default. This means that the program will apply the actions defined in the rules (if the conditions are met) right after clicking the 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 press the Enter key when finished. The search is case insensitive.

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

The search box comes with additional filters that have both graphical and text representations. To manage the assigned filters using a graphical picker, you can use the dropdown button and click an appropriate link. Every filter is shown in the search box in the filter:"value" format 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 rules.
Exchange Rules PRO - state filter
Fig. 5. State filter.
  • Category - you can define which categories must be assigned to the rules you are looking for. The text representation is c:"category_name", e.g. c:"Auto responds" for rules that belong to the 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 match at least one of the defined categories. The corresponding text representation is c:"Category_one;Category_two;Category_three".  

On the other hand, if you need to filter rules that belong to multiple categories, you can use multiple filters via 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 is defined by a chosen name and color. The Rule categories tab within the program's Settings allows you to manage your categories 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 of the associated rules.

A single rule can belong to multiple categories at the same time. All categories to which the rule is assigned are displayed at the bottom of the General tab of every rule, where you can also add more of them using the Assign categories button.

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

Learn more about categories

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