Messages from user folders disapper upon deletion (do not go to the Deleted Items folder)

[Leo Bueno]

PROBLEM
I have set up several rules to manage incoming emails. The rules
direct the emails to topical user-created folders based on either who
the sender is or the content of the subject line.

When a message comes is, say with the word "Adobe" in the subject, the
rules put it in a folder called "Computer Stuff". This works well. I
have several topical folders and the rules do a good job at directing
the messages to the right one.

The problem is that when I delete a message that has been routed by
the rules to a user-created folder, it disappears into the ether. In
other words, it does NOT go into the system "Deleted Items" folder.

Note that messages that are not routed into a user-created folder and
which remain in the system "Inbox" folder do go to the "Deleted Items"
folder when I delete them.

I would like all messages to end up in the Deleted Items folder upon
deletion.

ENVIROMENT
Outlook 2003 on an XP station connected to a Small Business Exchange
Server.

Will appreciate your thoughts on how to correct this problem.

Thanks for your consideration of this problem and for your
suggestions.

 

[Nikki Peterson]

When you state "user-created folder" do you mean a PST?
Do you have Item Retention turned on your Exchange Server?

Nikki

PROBLEM
I have set up several rules to manage incoming emails. The rules
direct the emails to topical user-created folders based on either who
the sender is or the content of the subject line.

When a message comes is, say with the word "Adobe" in the subject, the
rules put it in a folder called "Computer Stuff". This works well. I
have several topical folders and the rules do a good job at directing
the messages to the right one.

The problem is that when I delete a message that has been routed by
the rules to a user-created folder, it disappears into the ether. In
other words, it does NOT go into the system "Deleted Items" folder.

Note that messages that are not routed into a user-created folder and
which remain in the system "Inbox" folder do go to the "Deleted Items"
folder when I delete them.

I would like all messages to end up in the Deleted Items folder upon
deletion.

ENVIROMENT
Outlook 2003 on an XP station connected to a Small Business Exchange
Server.

Will appreciate your thoughts on how to correct this problem.

Thanks for your consideration of this problem and for your
suggestions.

 

[Leo Bueno]

Please excuse my lack of technical knowdege; I have not checked with the IT crew
before responding here.

I think the folders are not .pst; they reside at the server and as I recall the
server uses a different format. However, to the user (me) it looks the same
from the way the look on a stand-alone installation of Outlook. These are the
subfolders we can create under the Inbox.

Please note that the messages in the Deleted Items folder *are* retained (for 30
days, since I have set the folder properties to clean out items older than
that). Does that mean that Item Retention is already turned on at the server?

 

[Nikki Peterson]

I would check your rule for which "delete" you are using:

The "delete it"
or
The "permanently delete it"

If you could, write back and include the entire rule as it is
written. This might shed some light on the problem.

If you are just MOVING the item, then the item would
move, it would never go to the Deleted Items folder because
you did not ever place it there.

To answer your question about the .pst. If these folders are
built below and in your Inbox, they are not a .pst format. They
are still on the server.

In computing, a Personal Storage Table (.pst) is a file used to
store local copies of messages, calendar events, and other items
within Microsoft software such as Microsoft Exchange Client,
Windows Messaging, and Microsoft Outlook.

Nikki


Please excuse my lack of technical knowdege; I have not checked with the IT
crew
before responding here.

I think the folders are not .pst; they reside at the server and as I recall
the
server uses a different format. However, to the user (me) it looks the same
from the way the look on a stand-alone installation of Outlook. These are
the
subfolders we can create under the Inbox.

Please note that the messages in the Deleted Items folder *are* retained
(for 30
days, since I have set the folder properties to clean out items older than
that). Does that mean that Item Retention is already turned on at the
server?

 

[Leo Bueno]

The rules only moves the incoming messages to specified folders. The rules
don't delet any incoming messages.

If I go to one of the folders, read a message and delete it manually (using the
X button), that message does NOT go to the Deleted Items folder.

Compare that behavior with reading and deleting a message in the Inbox; those
deleted messages do go into the Delete Items folder.

Outlook seems to discriminate against the messages that were moved to folders
other than the Inbox.

 

[Nikki Peterson]

That is not "normal" behavior for Outlook/Exchange.

Having said this, there could be an issue with synchronization
if you are set up for a "cached mode" type of set up. This would
indicate that you may need to rebuild your .ost (offline storage) file.

If you use Cached Exchange Mode, a copy of the Exchange mailbox
is stored on your computer in an .ost file. This copy permits you to work
online or offline without interruption, and the data can be synchronized
automatically or manually.

Description of Outlook 2003 with Cached Exchange Mode in an
Exchange Server 2003 environment:
http://support.microsoft.com/kb/870926

I would search the client machine for any OST's that may be there.

Close Outlook.
Search the Hard drive (<F3>) to locate the *.ost file.
(Be sure to check in HIDDEN files on W2K or WXP.)
Delete all that are found from the FIND window.
Open Outlook.

When you restart Outlook, the .ost file will rebuild, fresh. This may
cause a delay the first time you open Outlook because it is busy
building the new .ost file.

Nikki


The rules only moves the incoming messages to specified folders. The rules
don't delet any incoming messages.

If I go to one of the folders, read a message and delete it manually (using
the
X button), that message does NOT go to the Deleted Items folder.

Compare that behavior with reading and deleting a message in the Inbox;
those
deleted messages do go into the Delete Items folder.

Outlook seems to discriminate against the messages that were moved to
folders
other than the Inbox.