How do I create a rule, or rules, in Outlook that will "move" incoming
email to a specified folder (other than inbox) except for those
addresses and domains I specify in an exception list?

What I've tried:
- I've tried using the rule for "specified address book" and "people
or distribution list" but I have multiple address books and
distribution lists to use in the exception and I can't seem to specify
multiples.

- I've tried to use the built in "exceptions list" (which seems to be
there for the built in Junk-mail rules).  In this case when I set up
my own rule to send all messages to the alternate folder, the
exception list doesn't seem to kick in.  When I manipulated the
built-in Junk mail rule to send all messages to the alternate folder,
it starts "copying" not "moving". (by the way, it is not acceptable to
me to work around this by doing a "copy" then a "delete" for reasons
too complex to get into here)

The answer might be in this last approach.  If somebody could answer
me why the rule that says "move" is doing a "copy" instead, that may
ver well solve my problem.

Assuming you are using Outlook 2000, here are the instructions.  I am
sure it will be similar for other versions also.

1.  Go to Tools, Rules Wizard.  Click New.
2.  Select Check messages when they arrive, Click Next.
3.  Click Next again, it will say "This rule will be applied to every
message you receive, Is this correct?"  Click Yes.
4.  Check "move it to specified folder" and click on specified and
select the folder you want it to go to.  Click Next.
5.  Check "except if from people or distribution list" and click on
people and select the people and lists that you want to go into your
INBOX.  You can choose different Address Books from the drop down in
the upper right.
6.  Check "except with specific words in the recipient's address. 
Click Next.
7.  Click Finish.

That should get the results you desire.

Hope this helps!

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Request for Answer Clarification by reflector8-ga on 27 Oct 2003 09:07 PST

aardvark,

Thanks for this answer. Unfortunately, I wasn't clear enough in my
original question -- the bane of researcher's existance, I imagine.  I
new you could select multiple people/contacts from multiple lists.  I
was hoping their was a way to select multiple distribution lists.

You see, the problem with your solution is that everytime I add a
contact or address, I have to remember to come back to the rule and
select that new person. If I could select a list (rather than an
individual) I could avoid that.

Because my question wasn't exact, and it looks like there's little
hope for a perfect solution, I'm ready to close out this question with
a 4 star rating.  But since I know the ratings are so important, I
wanted to let you know in advance in case you had any further
insights.

Thanks.

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Clarification of Answer by aardvark-ga on 27 Oct 2003 09:19 PST

I checked outlook again, and it appears that you can add multiple
distribution lists from the corporate address book, but whenever you
try to add from ther personal distribution list, it says it can't do
it, and then adds all the members instead.

Is this the problem you are having?  I'll investigate further and see
if this can be dealt with.

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Request for Answer Clarification by reflector8-ga on 27 Oct 2003 11:55 PST

aardvark,

Thanks again for your continued effort. I'm not so interested in
adding multiple distribution lists as I am in adding multiple "address
books".  My company has 1000+ names and distribution lists and I
personally have 250+ names in my personal address book.

I'd like to be able to say "except if sender is in 'company' OR
'contacts' address book".

I can't find a way to do an OR operation on the same "exception" rule.

Again, I'm starting to be convinced that this is just not doable. 
I'll wait to see if I hear back from you before closing out the
question. My satisfaction with the answer (even though it's negative)
has increased, though with your continued effort.

Thank you.

---

Clarification of Answer by aardvark-ga on 27 Oct 2003 12:12 PST

Well, after further digging I've determined it is indeed impossible. 
Read the thread at:

http://groups.google.com/groups?hl=en&lr=&ie=UTF-8&oe=UTF-8&c2coff=1&threadm=MPG.14bdc59bd6b686b5989680%40msnews.microsoft.com

where Sue Mosher, Outlook MVP and Author of Teach Yourself Microsoft
Outlook 2000 Programming in 24 Hours says:

"Outlook doesn't provide a way to set up a rule like that unless you
want to
go to the trouble of updating your rules every time you add someone to
the
address book." 

in response to someone who asked:

"I don't seem able to find exactly what I'm looking for, so I decided
to
ask here.  What I want to do is have any email that I receive that is
not
from anyone in my address book be moved into a specific folder.  I see
that I can specify a rule to happen when something is actually from a
contact, but I don't want to edit the rule every time I add a new
contact
to my addressbook, nor do I want to move these messages out of my
inbox."

Additional useful information is available at this thread.

http://groups.google.com/groups?hl=en&lr=&ie=UTF-8&oe=UTF-8&c2coff=1&threadm=OkVlTCkBCHA.1692%40tkmsftngp05

Apparently Outlook 2002 does contain the functionality you desire.  It
looks to be impossible to do without editing the rules either time or
maintaining a very large distribution list.

Willing to keep after it -- Thanks!

Although I don't have much experience with Outlook, and I don't have
access to a computer with it installed now to try this out, my
instinctive suggestion would be to set up two rules; one that moves
all the good mail to a folder, another that then moves all (remaining)
mail to the junk folder. You can optionally then set a rule to be
applied after the others to move the valid mail back, if you wish.

As I understand it, it is only the built-in junk filter that is giving
you trouble with moving instead of copying, correct?

- bookface

Here you go...
:0)

http://www.helpdesk.umd.edu/os/windows_2000/applications/outlook_2000/884/

First to mckenna:  The link you provided does indeed show how to
create a rule to move incoming email.  However, except for a probable
bug where my move is really a copy, my problem is not about how to
move -- rather, what to move.  The example in your link does the move
based on "items sent directly to me."  That won't help, but thanks for
taking the shot.

to bookface:  My main objective is to move all messages EXCEPT those
from addresses or domains that I maintain in an exception list. The
only place I can find the concept of an exception list is with the
built-in junk filter -- unfortunately then I have the move vs. copy
problem.   I'd be happy if I could either (1) get the move to work in
the junk filter, or (2) find a way to create my own rule with the
concept of an exception list.