How to use Rules in New Outlook vs Outlook Classic

[callthatgirl]

New Outlook is now launching to home and business users and many folks are seeing their classic Outlook disappear. This can be for a few reasons, but for this post....if you just switched from Classic to New, then your rules are possibly in the classic Outlook profile and not stored on a server. The New Outlook only works with the email server of your email hosting company.

For now, you can and should be able to switch back to classic Outlook. Use the toggle switch in the upper right corner of New Outlook. If you want to keep using New Outlook, then continue to read this post.

Example: If you have a Microsoft Business Exchange server or Microsoft Outlook/Hotmail, MSN email then your rules should be on the server.

Example of emails that have local rules setup: POP/PST and IMAP. Some IMAP email rules will work if you have them setup on the email server but most folks use local rules in Outlook.

If you have access to the old rules in classic Outlook, then you can export them and import them into a new server only in Outlook Classic. And the bad news, it most likely won’t work well. I’m going to recommend you make the rules on the server from now. Rules do work in the New Outlook but it depends on your email host. You might want to try first.

In New Outlook, to make a rule:

• Click on the gear in the upper right corner
• Mail
• Rules
• Select the account you want to make the rule for
• Then create a rule
• Test it
• See it if works in your New Outlook/phone/webmail

If it does, then you are good to go! If not, then your email host might not allow rules from New Outlook. Try making a rule/filter on the webmail side and then it might work in New Outlook.

 

[Sky-Knight]

Yes, New Outlook is entirely online and doesn't really work correctly if you're connecting it to anything that isn't Exchange. IE, M365, or Outlook.com email.

The entire concept of "local" is done away with in New Outlook. Which is both good, and bad.

As for Outlook Classic, thus far it appears that the "final" release of that product is Outlook 2024, which leaves support October 9th, 2029.

If the next Office release, presumably Office 2027 fails to include Outlook classic, then October 9th, 2029 will be the final date of supported Outlook Classic.

We've got 4 years for that. I really advise anyone using Outlook for purposes other than an Exchange client to swap to another mail client.

 

[callthatgirl]

@Sky-Knight
I recommend anyone who supports Outlook with their clients get on board with how to do basic tech configurations, this is going to be a lot for people who don't support it often.

It works great with Gmail, Google Workspace, Yahoo, AOL and all the subs. I have tested them all, but sadly most folks use IMAP so nothing in Outlook Classic comes over. The new migration of the decade, calendars, contacts, PST, woo!

 

[HCHTech]

Does autocomplete come over from Outlook classic? We run into folks all the time calling that their "contacts", when in fact they have no saved contacts at all. Almost never happens with commercial clients, but I swear residential clients are universally ignorant about this. We always save the stream-autocomplete file or whatever it is called because of this.

 

[callthatgirl]

@HCHTech Honestly, not many techs know about autocomplete or how it works, so it's expected our clients have no clue about how they work.

The autocomplete does come over from Outlook Classic to New Outlook because the autocomplete is hosted by the Exchange server now (why your commercial clients have no issues), still has a local .dat file but no need to convert it. Other Outlook users will need it and I have a video (see below) on YouTube how to do that and my latest guide here on TN has the simple instructions https://www.technibble.com/forums/threads/outlook-classic-to-new-outlook-autocomplete.91959

Good idea to always grab a copy of stream autocomplete, that's the #1 request my clients have but I convert it everytime I setup a new profile either way.

 

[Sky-Knight]

@HCHTech as @callthatgirl said, yes you can move it, but it's a dedicated item to do so.

That process however I do not recommend because maintenance of that "disposable" data is relying on a volatile source. When you work such volatility into any process, you're absorbing a ton of risk.

I work to run systems that are intact and reliable, so I stay away from such solutions because they encourage bad habits.

 

[callthatgirl]

@Sky-Knight I don't understand your reply here. I recommend the process otherwise our clients will be not so thrilled about their emails not showing up when they send an email. Make a copy of the file before you do the work, that's what is best. If tech don't want to learn how to do it, just tell your clients you don't know how to do it and they won't get those past emails back in their To: line. It's a simple procedure to learn.

And this post is for folks not in your new world, this is for folks who run their own businesses and will be doing migrations for 4 more years.

Corporate IT will most likely never need to know about autocomplete on our level.

 

[Sky-Knight]

@Sky-Knight I don't understand your reply here. I recommend the process otherwise our clients will be not so thrilled about their emails not showing up when they send an email. Make a copy of the file before you do the work, that's what is best. If tech don't want to learn how to do it, just tell your clients you don't know how to do it and they won't get those past emails back in their To: line. It's a simple procedure to learn.

And this post is for folks not in your new world, this is for folks who run their own businesses and will be doing migrations for 4 more years.

Corporate IT will most likely never need to know about autocomplete on our level.

You forget I developed my processes for SMBs and individuals. Broken processes are still broken. Reliance on autocomplete always ends in tears.

That being said, yes I get how you can make a few bucks moving that data around. I'm just not willing to take money for bad work, and that IMHO is bad work.

I fix a thing, and it says fixed... forever. Which is why I'm out of business. The great dichotomy of working in IT, to be ethical you work to put yourself out of business, and eventually... you succeed.

You however won't meet that fate because you figured out the marketing thing, I never did! Because a business is a sales engine first and foremost, I tried to be an engineering firm... it doesn't work.

 

[callthatgirl]

You forget I developed my processes for SMBs and individuals. Broken processes are still broken. Reliance on autocomplete always ends in tears.
--I didn't know that. Converting autocomplete isn't mandatory, I have helped many clients who had to start from stratch for whatever reason. I converted it for them and tell them it's not something every tech knows how to do It's just a nice thing to offer, for me it makes me shine just a bit. Easy to learn, anyone can figure it out if they watch the video

That being said, yes I get how you can make a few bucks moving that data around. I'm just not willing to take money for bad work, and that IMHO is bad work.
I literally make 2 min of money doing it, so it's $8, you're not wrong lol

I fix a thing, and it says fixed... forever.
I fix my clients issues too and it stays fixed, until something bad happens, as I don't manage computers or systems, I have no idea how many years it will be until a client calls me back.

Which is why I'm out of business.
ok

The great dichotomy of working in IT, to be ethical you work to put yourself out of business, and eventually... you succeed.
I think you were born for corporate, so that comment makes sense. I'd say higher level work but I don't know what you actually do now, I have read things here and there, but it's obviously a better fit than having your own business.


You however won't meet that fate because you figured out the marketing thing, I never did!
I agree and I agree lol. I also found a niche no one else likes, so I got double lucky and trust me, I have to remember that during super busy times and super slow times. No consistent money coming in is a huge risk I had to take.

Because a business is a sales engine first and foremost, I tried to be an engineering firm... it doesn't work.
Well maybe one day you will be. Guessing that takes a lot of experience and connections to kick that off. I'm sure you're not at the end of your career goals, might be worth considering again.

 

[timeshifter]

So to summarize the autocomplete thing... if you're using Microsoft Outlook Classic with a Microsoft platform like 365, Exchange, an outlook.com or a hotmail.com address and you move to New Outlook, you're golden. No intervention is needed. Correct?

 

[Sky-Knight]

So to summarize the autocomplete thing... if you're using Microsoft Outlook Classic with a Microsoft platform like 365, Exchange, an outlook.com or a hotmail.com address and you move to New Outlook, you're golden. No intervention is needed. Correct?

Mostly...

There are two classes of Outlook rules, server side, and local. Local rules are not supported in New Outlook.

Server side rules don't run in Outlook ever when backed by Exchange, they are stored in the mailbox. And as such, there's nothing to migrate, Outlook will simply provide a means to edit the rules. But since the execution is server side, they never stopped working and do not care what email client is in use!

Outlook Classic however has additional rule capabilities that New Outlook just doesn't have, and those run in Outlook itself. Those rules have to be rebuilt in some sort of server side way. The import / export mechanism converts what is possible to convert, what's left just isn't supported anymore.

@callthatgirl I'm a Sr Solutions Architect, which means I do project design and consulting for high level IT operations and security work for all things Microsoft, and more. I have to put the and more bit in there because I also do VMWare, server hardware, desktop hardware, network equipment, and just about everything else you can imagine involved in connecting a device to the cloud, as well as operating all the cloud services that support any given business.

Think about all of the technology you use every day to earn a living. I design, sell, service, and support every inch of it. The only exception? Websites... I'm NOT a developer! I can build a web server farm in my sleep, and the infrastructure to run it. Just don't ask me to make the pretty visible bits, that's not my stick! (I can do this work of course, I just HATE it!)

And I have to secure all that too. Which is why I get so darned picky about process. I simply cannot afford to spend time on such concerns, I need users to be able to turn on any given machine, login, and have their junk work. I don't have time to "fix" or "migrate" or do any sort of hand holding. Microsoft has solved all of these issues in various ways, and even the smallest of SMBs can get to that level of execution, but they have to plan and leverage the correct licenses and tech which isn't a trivial lift. Still, I have my "M365 Business Premium in a box" play that is a project series to implement all the primary funcitonality of that subscription, once that's in place, magic just happens. The price tag isn't all that high IMHO, but for micro businesses they get grumpy, mostly because they cannot fathom the lack of service for them personally paying for all that upfront in about 3 years... but it does. The costs of downtime are catasphrophically high! Just waiting for it to get fixed, is painful.

My work revolves around investment and return, it's all financial flows. Which again, SMBs live and die on this stuff too! But often they simply don't have the budget to really operate, and they make due in various ways that put themselves and their customers at risk. My contention is that with threats we face today and the level of automation involved... We're running out of runway to be "lucky". Everyone is rapidly approching a point where you will be secure, or you will be offline. And I REALLY do not want those phone calls. I want functional, productive, happy customers making money so I can sell them new cool toys so they can make more money. I do not like fixing old busted stuff!

but the cybersecurity industry will grow to ~$500 Billion dollars in the next half decade or so. The Cyberthreat industry is expected to crest $15 Billion in that time.

We're so... screwed. But I can't give up, I won't give in, and I'll go down swining. Because I'm dumb like that!

In the meantime I arm my customers for war.

 

[callthatgirl]

@timeshifter Correct, should be fine. This is why migrating your clients from POP/IMAP to Exchange in the next 4 years is important, not only will autcomplete come over, but all the other data. Migration work will be so insane, all techs should know the basics.

I'm writing an eBook about how to do these migrations and other important info, I'm posting each chapter on my LinkedIn weekly for free, then when I'm done, will make a eBook for those who want it all in one. It will have videos linked so you can follow the directions. Probably the best work I'll ever do.

My LinkedIn https://www.linkedin.com/in/callthatgirl/
My LinkedIn New Outlook Newsletter (these are weekly with a few topics and only on LinkedIn, no email inbox )

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[callthatgirl]

@Sky-Knight
I'm a Sr Solutions Architect
Interesting read....

Dude, if you applied now at Technibble, you would be Kitton Kong'ed out of here

Remember that there are many of us still doing the same break/fix/small MSP and our rules are not like yours, we fight battles you will never see again, it's brutal.

 

[Sky-Knight]

@Sky-Knight
I'm a Sr Solutions Architect
Interesting read....

Dude, if you applied now at Technibble, you would be Kitton Kong'ed out of here

Remember that there are many of us still doing the same break/fix/small MSP and our rules are not like yours, we fight battles you will never see again, it's brutal.

I still run what's left of my MSP, but it's a collection of highly curated customers that I want to work for. (smallest only has 4 people) In that regard I'm sort of retired, and I'm not certain that I won't pull Intouch back into the foreground in the future! But yes, I'm no longer really the target market for this specific little experiment. What I'm trying to do is arm the smaller providers here as much as I can with what Microsoft is doing, so they can go to market with a more developed offering. The entire industry is constantly evolving, and there is so much BS out there! The one thing you can trust with me, there's no smoke, no mirrors, it's almost dangerously unfiltered. I run the risk of people assuming I'm talking down to them working on this level, but it's the only way I know to exchange enough information to make a dent.

Two key notes:
I'm not that smart.
I'm not special.

What I am is in a position that provides me direct access to Microsoft in a way no one here will ever get. (My day job is one of 200 managed Microsoft Partners in our space, and that's for the planet, not just the US!) The more I can feed you all, the better your advantage. I wasn't kidding about arming people for war, which is what I aim to do here. Except here, hopefully I'm helping you all arm your customers for war too. There simply aren't enough people doing this work, and we have an entire world of small business to protect!

And if you aren't going to do the security stuff, at least I can keep you in the know of Microsoft's plans for product so you can adapt to that. I'm so far up Microsoft's posterior at this point I'm basically part of their lower intestinal tract, yep... it's gross... but someone has to do it. The only way to get closer is to work for Microsoft directly, and I'm not that... but I do talk with many daily that do.

And no, I still see those battles you're referring to every day. Larger customers doesn't change the problem set, it just changes the scale! You see 200 people suffering from that silly thing instead of 1, so the solution you bring down has to scale with it. And what you learn is, you have to solve these issues in families, all at once. There just isn't enough time!

 

[callthatgirl]

@Sky-Knight
What I am is in a position that provides me direct access to Microsoft in a way no one here will ever get.
That is not necessary to say online, those are inside thoughts. You have no idea what others here are doing for their work, research, expertise. I'm in a nomination phase for MVP and if I am awarded, I'll get access to the same information, but I won't be looking there, it's not my wheelhouse.

And no, I still see those battles you're referring to every day. Larger customers doesn't change the problem set, it just changes the scale! You see 200 people suffering from that silly thing instead of 1, so the solution you bring down has to scale with it. And what you learn is, you have to solve these issues in families, all at once. There just isn't enough time!
This is why you need to remember that 90% of us aren't in your advice level. Keep that in mind when you reply because you seem to forget that.

Two key notes:
I'm not that smart.
I'm not special.
Act like it then

Two key notes about me:
I am smart enough to stay in my wheelhouse
I'm special!!!!

 

[Sky-Knight]

@callthatgirl MVP is a huge deal! It's not quite the same thing that I'm working with, but yes you'll be in the same circles largely. We have a MVP on staff that's been in that role for almost twenty years running, amazing guy. I hope you make it, because you've done all the things to get there, you deserve it!

 

[callthatgirl]

@Sky-Knight it's almost like getting a grad degree to get a nomination. I started this years ago, was nominated, got denied. Last summer I started working my tail off with New Outlook and finally in Feb, someone found me and is mentoring me. I already know a few MVP's but it's better to have a mentor to guide you to do the right things. Then if I get the award, you have to keep it up, that's why I'm posting these articles here on the open forum. These posts show the contributions and it's looked at highly. More to come!

That guy is doing something online I'm sure, everyone has their special thing, super cool! Only 3000 are awarded per year.

 

[Sky-Knight]

@Sky-Knight it's almost like getting a grad degree to get a nomination. I started this years ago, was nominated, got denied. Last summer I started working my tail off with New Outlook and finally in Feb, someone found me and is mentoring me. I already know a few MVP's but it's better to have a mentor to guide you to do the right things. Then if I get the award, you have to keep it up, that's why I'm posting these articles here on the open forum. These posts show the contributions and it's looked at highly. More to come!

That guy is doing something online I'm sure, everyone has their special thing, super cool! Only 3000 are awarded per year.

Our MVP is a published author, that was his path. He's an MVP in Azure, and Security. He's maintained that status almost as long as I've been in the industry professionally too, which is wild. I've learned so much from him, and the rest of the staff here.

I know my communication style has its warts, but mostly I'm just trying to help people keep up. Your adoption of New Outlook has been fun to watch by the way, I don't see that very often and given the fundamental improvements of the technology it really needs to happen faster. It's just "better" than Outlook Classic, even if it needs to cook a bit.

But hey, I'll be cheering for you, and perhaps we'll bump into each other at the next Ignite or something.

 

[HCHTech]

I will just comment here that the very/extremely/crazy broad range of experiences among members is what makes this community valuable. I appreciate @Sky-Knight 's posts/rants/diatribes because they come from a different focus than I have. I appreciate @callthatgirl 's posts because they are direct, usually actionable & difficult to misinterpret. Would I ever want to BE either of them in their particular niches? NO! But that's not the point - the point is that [almost] every post here has value from a particular perspective. The trick is to find that value and not obsess about that viewpoint being different than your own. So many of the "disagreements" here are due to a failure in that task.

This place has helped my business more than any other thing over the years. We should all be raising a glass to Bryce & Kitten for their efforts. Keeping this thing rolling for all of these years still FREE for members is a thing of beauty.

 

[callthatgirl]

@Sky-Knight I know my communication style has its warts, but mostly I'm just trying to help people keep up.
I think most of us know that, I'm just asking you keep in mind the large percentage of us who still help small business with 365 home/business confusions, your business/career sees nothing like we do in the field these days.

Your adoption of New Outlook has been fun to watch by the way
Thanks, I'm enjoying it as well. I only know of two people actively trying to get information out and it's me and my mentor. Lucky for me, she is front of house and is doing how to use the features and I'm handling the technical backend (account management, migrations, security, etc).

But hey, I'll be cheering for you, and perhaps we'll bump into each other at the next Ignite or something.
Maybe in 2026, this year I have a big convention in Vegas right before Ignite and am not sure I have the energy to do back to back conventions lol. If I win MVP, I might have to find the energy.

@HCHTech
Thanks for the comment, I know who is good at what in this forum, been here 16 years. I stay in my wheelhouse and rarely comment on other technical issues I know nothing about. I wish more members would answer questions vs trying to get in a 6 page long debate over IMAP/POP and other nonsense. If members don't know the answer, then keep scrolling. I see too many of these and it's confusing to people who don't know. That's why I stay on point, get to the point and don't engage in those lengthy conversations of who knows more. I know what I know, no need to discuss it lol.

You've been around a long time too, we have seen so many changes in this forum since the early days, we aren't even the earliest ones. This forum was so freaking busy in 2010+, hard to keep up!