Here’s What to Do When MS Outlook Rules Not Working Automatically in Outlook

Microsoft Outlook designed email rules to automatically organize incoming messages and save time for users. However, numerous users frequently report that their Outlook rules stop working automatically, i.e., instead of processing incoming emails on their own, the rules only run when user manually clicks on “Run Rules Now”. If you are also experiencing this issue, you are at the right place. We have drafted this comprehensive guide we will share why MS Outlook rules not working automatically and what to do when they stop working by themselves. Moreover, we will also share some tips to prevent the rules from failing again in the future. So, without further wait, let’s get stated with the article.

User Query on Outlook Rules Not Trigerring

“Hello! I am using Outlook 2013 on a Windows 7 (32 bit) machine. I have several rules set up in MS Outlook however, Outlook 2013 rules not working properly automatically even Outlook is open on my PC. Rules are running fine when I am choosing “Run Rules Now…” manually. I have tried to re-create these rules and verified the spelling multiple times also, moved them to top of the list of rules. Yet, they are still not moving the appropriate messages to the requested folder. I have not done anything fancy with the rules as all they do is moving the emails to another folder. How can I fix issue when Microsoft Outlook rules not running automatically? Any help you can provide would be much appreciated. Thank you!”

There are several users who have faced the issue that Outlook profile rules not working automatically or manually. In that case, Outlook rules only make effects when users hit “Run rules now” button manually. This technical paper comprises some simple and cost-efficient techniques to deal with this issue.

MS Outlook provides many settings, functions, and operations to work with and Rules are one of the handiest functions among all. A rule is an action, which Outlook for Windows runs automatically on incoming/outgoing email messages. Microsoft Outlook rules are based on the default conditions or protocols that are set up by users. The Outlook rules are advantageous because they help in:

• Stay Organized
• Stay Up to Date
• Start From a Blank Rule

However, what if these Microsoft Outlook rules not working automatically, even after they are created accurately? Basically, this condition indicates corruption either in the rules or within the mailbox. This could also imply corruption in send/receive settings file (srs-file) of Microsoft Outlook.

Why Are Outlook Rules Not Working Automatically?

• Rule order conflicts oftentimes cause this issue as Outlook processes rules from top to bottom. Therefore, if a rule above another one process the email message first then, the lower rule may never run.
• Outlook’s rule storage limit is approx. 256 KB. If users create too many rules or even complex conditions, Outlook rules may not trigger.
• Outlook rules can run in two different environments: Server Side Rules (runs directly on the mail server) and Client Side Rules (runs only when Outlook is open or is connected to the internet). If your rule becomes client-side rule then, that may cause it to not run automatically.

These are the most common reasons why your Outlook rules may be running only manually and not automatically. Now that we are aware of the causes, let us move ahead and see how to tackle the issue using various approaches.

Check and Reorder Outlook Rules

• Open MS Outlook on your system.
• Click “File” >> “Manage Rules & Alerts”.
• Now, select the rule in the Rules & Alerts window.
• Then use the “Move Up” and “Move Down” buttons.
• Upon doing so, place the most specific rules at the top.
• Finally, click on “Apply” and then, click “OK”.

Outlook rule order issue is one of the most common reasons for your Outlook rues not trigerring on time. Best practise to solve it would be placing the specific rules before the general rules.

Delete and Recreate the Problematic Rule

In cases of internal corruption, editing or re-ordering the rule might not be sufficient. Thus, in these cases, deleting and recreating the rule often resolves the issue.

• Launch MS Outlook.
• Go to File >> Manage Rules & Alerts.
• There, Select the problematic rule.
• Then, click on Delete.
• Afterward, click New Rule.
• Now, recreate the new rule from scratch.
• At last, save and apply the changes.

Once done with recreating the rule, test if it runs automatically without ny issues.

Check If Your Rules Are Enabled

Oftentimes, rules are accidentally turned off; here is how to re-enable them:

• Open your MS Outlook.
• Next, Go to File >> Manage Rules & Alerts.
• Now, look for the checkbox placed next to each rule.
• Ensure that the rule you want to apply is checked.
• Finally, click on Apply.

If your rules were disabled then, re-enabling them by following the steps above should resolve the issue immidiately.

Turn Off Conflicting Outlook Add-Ins

More often than not, add-ins interfere with Outlook automation features.

• Launch MS Outlook on your system.
• Click on File >> Options >> Add-Ins.
• Then, select COM Add-Ins from the bottom.
• Next, click on Go.
• Upon doing so, uncheck the unnecessary add-ins.
• Lastly, restart your Outlook as you normally would.

If your rules start working upon following the steps, you can then enable the add-ins one-by-one to identify the problematic one.

Rename or Reset SRS File in MS Outlook

To fix Outlook rules not working automatically issue in Outlook, you have to rename/reset your send/receive settings (.srs) file.

Default location of .srs File – C: >> Users >> admin >> AppData >> Roaming >> Microsoft >> Outlook

Use Microsoft Inbox Repair Tool

Another reason for Outlook rules not working automatically is that your PST file may be damaged. Thus, we will use the inbuilt repair utility provided by Microsoft for that.

• Close your MS Outlook.
• Then, locate ScanPST.exe.
• Upon locating, launch the inbox repair tool.
• Then, browse to your affected PST file and click Start.
• Now, simply allow the tool to scan and fix your file.

Once the repair process is done, restart your MS Outlook and check if your rules started working automatically. Moreover, do keep in mid that the this inbuilt tool only works when there’s minor corruption. If you are dealing with a heavy level of corruption then use an automated tool to repair PST file without ScanPST.

Fix Corruption Issue via IMAP or POP3 Account

If you are using IMAP or POP account and the above techniques do not help you to resolve this issue “Microsoft Outlook rules not running automatically” then, follow the below-mentioned guidelines:

Step 1: Delete Outlook Rules

In Outlook 2010 and 2013:

In case when you face Outlook 2010 and 2013 rules not working properly in the system, follow the steps given below:

• Launch MS Outlook and click on File tab then, choose Manage Rules and Alerts option

  

In Outlook 2007 and earlier versions:

• Open MS Outlook and click on Tools tab then, select Rules and Alerts

Step 2: Verify the Location of Outlook PST

In Outlook 2010 and 2013:

• Launch MS Outlook and click on File tab then, choose Account Settings >> Account Settings.
• Now, select Data File tab and click on Open File Location option.

In Outlook 2007 and earlier versions:

• Open MS Outlook and click on File tab then, choose Data File Management
• Next, click on Data File Management >> Data File then, click on Open File Location
• Location of PST: C: >> Users >> admin >> Documents >> Outlook Files
• Now, close MS Outlook and run Scanpst.exe (Inbox Repair Tool) to check the errors in PST file.
• After that, restart Microsoft Outlook to fix Outlook Rules stopped working automatically issue
  Then, create rule again
  Important Note: To force delete all Outlook rules at once, press “Windows + R” keys together and type

outlook.exe<space>/cleanrules

Fix Corruption using an Exchange account

If you are using the Exchange environment, you can check if it works after disabling the Cached Exchange Mode then, recreate the rule just like described above.
If it works then, navigates to the OST file for your mail profile. Then, rename it to “.old” and enable the Cached Exchange Mode again.

Quick Guide: – ‘Outlook rule not working manually’ issue occurs in case of Exchange configured Outlook account also. In such scenarios, convert your OST File into PST format. It will secure your data and avoid data loss.

Locate the OST file:

In MS Outlook 2007

• File >> Data File Management

In Outlook 2010, 2013 and 2016

• File >> Account Settings >> Account Settings >> Data Files

Enable/Disable Cached Exchange Mode

In Outlook 2007

• Tools >> Account Settings >> Exchange Account

In Outlook 2010, 2013 and 2016

• File >> Account Settings >> Account Settings >> Exchange account

Final Verdict

This article incorporates a complete solution for Outlook rules not working automatically issue. This helps users to resolve issues in MS Outlook 2021, 2019, 2016, 2013, 2010, 2007, 2003 versions. Here, we have discussed some easy manual techniques to fix this problematic situation when Microsoft Outlook 2016, 2013 rules not running automatically. As we know that the main cause of this issue is corruption in Outlook data files thus, we recommend users to use a trusted tool to fix it i.e., SysTools PST Repair Tool. This software easily repairs without any data loss. It helps users to solve Outlook PST file issues effortlessly.

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