Thank you for your question.
Searched and searched and the "do not download from server", while in
Outlook Express just is NOT in Outlook. But I came across a great
workaround for you in one of the Usenet Groups:
"...And, once you've done what I suggest a couple of times, it will be
quite easy.. but you've GOT to set it up right or there could be
You'll have to do this for EVERYBODY.. OK?
Suggestion 1, "Make it so everyone can recieve all the mail at least once each':
Go to 'Tools\Accounts\' and click on the 'Advanced' tab.. Way down at
the bottom is (I hope) an area called 'Mail Delivery' with options for
server settings.. do ALL of the following IN ORDER:
Check the 'Delivery' box to enable delivery settings.
Check the 'Keep a copy on the server for and select something like 10
days (enough time for everyone to check mail)
UNCHECK (REALLY!!) the 'Delete from server when removed from 'Deleted
Items' folder'.... Make SURE it is OPEN...
Click on 'APPLY' (you shoudn't HAVE to do this.. but things often
work better if you do,, so DO IT!)
Click on 'OK' and back on out of Accounts.
Now, I THINK that as each person logs on, they'll get ALL the messages
(unless that particular person has already recieved that particular
message, then they don't). So EVERYONE can at least RECEIVE
everything they need to recieve.
Suggestion 2 "Make it so everyone doesn't have to spend an hour
deleting mail they don't need":
Go to 'Tools\Accounts\' and click on 'Properties' and make sure the
'First name' field information matches the first part of the e-mail
addrress (eg: For poor old Fred who's e-mail address is
'Fr...@CompanyName.Com', you want to make sure that 'Fred1' is in the
"Name' field,, so his name would be 'Fred1 Joebubba' or something....)
I'm pretty sure that will be critical.
Set up a rule that says:
Apply rules after message arrives
Where my name is NOT in the 'To' box
Delete it (NOT NOT NOT the 'Delete it from server'.... that will kill
EVERYTHING! and I'd leave 'permanently delete it' alone as well!)
And stop processing more rules (ALWAYS have that rule).
Now, what you've done is make it so the BOTH Fred AND Alice (you DID
set up Alice's machine the same way, RIGHT?) will, technically,
receive ALL the mail.. Even after Fred downloads all the messages
from the server, his settings (Keep a copy on the server) make it so
that when Alice logs on an hour later, they are STILL THERE and SHE
will get them as well, so, his AND hers will go to each machine.
BUT.... the rule will make it so that Fred never sees Alice's mail
because it is automatically deleted from Fred's machine (and ONLY
Fred's machine). And that Alice doesn't see Fred's mail because HIS
is deleted from HER machine.
And I'm serious as a heart attack about making sure that Fred's first
name in 'Accounts\Properties\General' matches Fred's e-mail address..
I'm pretty sure that 'Where my name is not in the 'To' box' relies on
that First Name field!
Of course, then I would fully expect you to test this by sending Fred
and Alice one mail each, but separate mails.. and checking to see that
Fred gets his, then an hour later Alice can get hers. .."
This should take care of your problem.
"outlook 2000" +rules +"do not download" OR "keep on server"
I trust my research has provided you with a usefuyl workaround for
this problem. If a link above should fail to work or anything require
further explanation or research, please do post a Request for
Clarification prior to rating the answer and closing the question and
I will be pleased to assist further.
Clarification of Answer by
20 Jul 2005 07:13 PDT
Unfortunately, the "do not download" is not in any version of Outlook.
There are MANY threads around the web complaining about this. And you
can not use OE rules. Problem is, OE will apply a rule before the
email is downloaded but Outlook MUST download the mail first before
applying a rule as it is an "enterprise" email client.
Unfortunately must run off to my day job right now. Let me address the
problem with rule 2 tonight when I get home. I do think this might be
workable. The thread I had posted assumes everyone has Outlook. I
think just changing your Outlook user to keep all on server and delete
if NOT for him or her particularly should work.
If you play further with this, let me know the results. If not, I'll
reply more tonight. And, I did look for Outlook add-ins that might
expand rules and there are a few. None *seemed* to have the "do not
download" and likely for the above mentioned reason that Outlook must
download first. But I could search further for add-ins for you.