Exch 2K SP2 and Rule limitations

You can have unlimited number of rules in Outlook. But Exchange Server is limited by 32KB of storage for server-side rules.
It turns out that that is about 40 to 50 rules. You might look into combining different rules into one to see if that helps.
Here?s an MS article:

(Type the Q number in the Search box at support.microsoft.com)

Out of Space Error Message When Creating or Importing Rules

Q241325

Good luck. 32KB appears to be a fixed amount:

"To work around this issue:

- Create distribution lists (DLs) to group recipients in rules, instead of
using individual recipients.

- Keep the number of recipients small in rules.

- Keep the names of recipients as small as possible.

MORE INFORMATION
================

Each rule is made up of seven parts. The rule properties themselves represent
from 400 to 500 bytes of data without the recipients. Each recipient averages
about from 400 to 500 bytes of space as well, and this data is stored in the
conditions and restrictions portion of the rule. Distribution lists are
considered one recipient and only take up from 400 to 500 bytes of space. The
total amount of space that is allowed for each folder is 32 kilobytes (KB). Out
of office e-mail messages are stored as rules, so they take up space as well.

The following information is used to compile the space that is used by a rule:

- Rule Sequence. The order of the rules in which this rule is fired.

- Rules State. The value that determines whether the rule is turned on or off.

- User State. Whether or not the user is logged on.

- Provider Name. Generally the provider name is "RulesOrganizer."

- Rule Name. This is stored in Unicode and ASCII.

- Rule Level. Information about the version of the rule.

- Rule Provider Data. Information specific to the Rules Wizard.

- Conditions and Restrictions. The majority of the rule information, where size
is concerned. Data from the user interface (UI) of the Rules Wizard.

- Distinguished Name. This is stored in Unicode and ASCII.

- Display Name. This is stored in Unicode and ASCII, and it is stored twice.
- Exceptions. Exceptions to the rule.

- Conditions. Conditions for the rule."

Why not just use client-based rules instead of server based rules then?

Point value changed by question poster.

I've doubled the points in hopes of getting
closer to an answer.

Thanks,

Fred

Hi,

Unless you manage to find a registry setting to change the 32kb limit, then you're going to have to assume its a hard and fast limit.

Its even possible its not a registry changable limit - it COULD be compiled into the code. If thats the case, then there simply is NO fix.

Based on DKlippert's very good answers, why dont you create a rule that forwards the message on to another account if it isn't affected by the other rules - and that gives you another 32kb worth of rules to play with?

The two accounts would ideally have all their folders shared so the messages could continue to be moved into "one" set of folders.

I've scoured the net and find very few references to this limit, let alone registry hacks to change it. At some point you're going to have to consider workarounds rather than a "fix"...

Cheers,
Tim.

Point value changed by question poster.

An alternate you have is to use scripting...

http://www.slipstick.com/dev/scripting.htm

(remove spaces from above URL)

Hi - I have been looking at this myself - and I believe that the value is held in the Exchange Active directory entries.
The value that I am looking at is ms-Exch-Control-Msg-Rules (you will need to use ADSI Edit - to view the value - its in the schema container) - Initially this value does not appear to be used in any part of a default E2K solution - but I have been looking for references on E2K's schema but cannot find any - if anybody should find a E2K schema reference please could they letme know.

There are a couple things you could do to increase the number of rules possible.

First, with the use of wildcards, perhaps many rules could be combined into fewer.

To create a rule with wildcards, see this link:

http://www.slipstick.com/rules/wildcards.htm

Second, you could write some Visual Basic Code to create your own rule - one that Outlook may not have defined. That would be another way to group some rules together.

See this article on How to Create a Custom Rule Using Visual Basic for Applications (Q235852):

http://support.microsoft.com/default.aspx?scid=kb;EN-US;q235852

Also see "VB and VBA in Outlook/Exchange Development"

http://www.slipstick.com/dev/vb.htm

>> REMOVE SPACES from the pasted URLs <<

Maxwell

I don't know if we've covered this. Have you looked at 3rd party tool?

Here are some that are available:

www.slipstick.com/addins/auto.htm

Scroll down to "Other General Tools"

Check the Microsoft knowledgebase and see the read me file on Service Pack 2,rule limitations are implemented in the service pack.

Point value changed by question poster.

32k is the hard-coded, packed-data size limit yet there is no specific number of rules limit and standard fix is simplify and combine per Q154774. Custom Actions for Rules (see Junk URL) may be a solution if you have a creative C++ programmer aroundwho knows Exchange SDK to create a dll add-in or contract one. support.microsoft.com Q151690 An example of filtering using this method with a free utility http://www.andersson-design.com/junkurl/index.shtml I tried to think of a nice cheap simple hack where a rule could somehow reference a list of rules in a seperate file but I can't see it.

Take a look at this add-on:

http://www.ornicusa.com/add-ins/exlife.shtml

(REMOVE SPACES from the paste URL.)

There's a free download for 30 day evaluation, $30 after that.

"ExLife helps you manage your e-mail messages by using rules toautomatically...."

Maxwell

Force the rules to be client-side. Make them VB macros.
http://www.devx.com/premier/mgznarch/exchange/2000/06jun00/cs0600/cs0600.asp

Just a thought.
Nikki

contact microsoft support ask for the pst optimizer. first the limit of pst storage is 2gb and there is no way of increasing that but with the pst optimizer u can break the pst into smaller pst and will be optimized .
the tool is given free .
had the same problem with a client and microsoft done it for me in this case .
anyways i am quite sure it will work Good luck mate.

I don't know anything about Exchange 2000 but people keep mentioning using a pst file and you keep mentioning you want serveral users to have access. Can you not store the pst on the server itself so all users can access it?

Rule number 1 - The customer's always right.

Rule number 2 - If the customer is wrong, refer to rule number 1.

Rule number 3 - Life is not fair. Get used to it.

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