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Configuring a Calendar-Only Exchange Account to Automatically Manage Copies of Forwarded E-mail in Outlook 2003/2007
Time to Complete (in minutes):  20

Question:
I have signed up for a Calendar-Only Exchange account. How do I set up rules so I can see my appointments, meetings, and other calendar data in Outlook 2003/2007?
Answer:

Important:

A Calendar-Only Exchange account forwards e-mail messages from your Exchange account to your VT Mail account. When you access your Exchange account to view your appointments, meetings, and other calendar data, you will also see copies of the e-mail messages that have already been forwarded to your VT Mail account. These instructions explain how to configure your Exchange account to remove these copies:
  1. Start Outlook.
  2. From the Tools menu, select Rules and Alerts....
  3. Click the New Rule... button.
  4. Create a rule to check messages with a specific form name:
    1. Set the rule to check messages when they arrive:
      • In Outlook 2003: Select the Start from a Blank Rule option.
      • In Outlook 2007: Under Step 1: Select a Template, under Start from a Blank Rule, select Check Messages When They Arrive.
    2. Click Next.
    3. Under Step 1: Select Condition(s), place a check in the Uses the Form Name Form check box.
    4. Under Step 2: Edit the Rule Description (Click an Underlined Value), click the Form Name link.
    5. From the drop-down list, select Application Forms.
    6. Add the forms related to the calendar:
      1. From the left list, select Accept Meeting Response.
      2. Click the Add button.
      3. From the left list, select Appointment.
      4. Click the Add button.
      5. From the left list, select Decline Meeting Response.
      6. Click the Add button.
      7. From the left list, select Meeting Cancellation.
      8. Click the Add button.
      9. From the left list, select Meeting Request.
      10. Click the Add button.
      11. From the left list, select Tentative Meeting Response.
      12. Click the Add button.
      13. Click the Close button.
    7. Click Next.
    8. Under Step 1: Select Action(s), place a check in the Stop Processing More Rules check box.
    9. Click Next.
    10. Click Next.
    11. In the Step 1: Specify a Name for This Rule text box, type: Keep Calendar Messages
    12. If not already checked, under Step 2: Setup Rule Options, place a check in the Turn on This Rule check box.
    13. Click Finish.
  5. Create a rule to delete messages that are sent to you:
    1. Click the New Rule... button.
    2. Set the rule to check messages upon arrival:
      • In Outlook 2003: Select the Start from a Blank Rule option.
      • In Outlook 2007: Under Step 1: Select a Template, under Start from a Blank Rule, select Check Messages When They Arrive.
    3. Click Next.
    4. Under Step 1: Select Condition(s), place a check in the Where My Name Is in the To or Cc Box check box.
    5. Click Next.
    6. Under Step 1: Select Action(s), place a check in the Delete It check box.
    7. Under Step 1: Select Action(s), place a check in the Stop Processing More Rules check box.
    8. Click Next.
    9. Click Next.
    10. In the Step 1: Specify a Name for This Rule text box, type: Delete Messages to Me
    11. If not already checked, under Step 2: Setup Rule Options, place a check in the Turn on This Rule check box.
    12. Click Finish.
  6. Create a rule to delete messages that are not sent to you:
    1. Click the New Rule... button.
    2. Set the rule to check messages upon arrival:
      • In Outlook 2003: Select the Start from a Blank Rule option.
      • In Outlook 2007: Under Step 1: Select a Template, under Start from a Blank Rule, select Check Messages When They Arrive.
    3. Click Next.
    4. Under Step 1: Select Condition(s), place a check in the Where My Name Is Not in the To Box check box.
    5. Click Next.
    6. Under Step 1: Select Action(s), place a check in the Delete It check box.
    7. Under Step 1: Select Action(s), place a check in the Stop Processing More Rules check box.
    8. Click Next.
    9. Click Next.
    10. In the Step 1: Specify a Name for This Rule text box, type: Delete Messages Not to Me
    11. If not already checked, under Step 2: Setup Rule Options, place a check in the Turn on This Rule check box.
    12. Click Finish.
  7. Arrange the rules in the order in which they need to be applied:
    1. From the list, select Keep Calendar Messages.
    2. Move the Keep Calendar Messages rule to the beginning of the list.
      • In Outlook 2003: Click the Move Up button until the rule is at the top of the list.
      • In Outlook 2007: Click the Up Arrow button until the rule is at the top of the list.
    3. Click OK.
  8. Configure Outlook to empty the Deleted Items folder when you exit Outlook:

    Note: If you will be using WebOutlook or Ximian Evolution to check your Exchange calendar, then these steps do not apply. To avoid quota problems, manually empty your Deleted Items folder on a regular basis.

    1. From the Tools menu, select Options....
    2. Select the Other tab.
    3. Place a check in the Empty the Deleted Items Folder upon Exiting check box.
    4. Click OK.

      Note: When you exit Outlook, you will get a message asking you to confirm that you want to empty the Deleted Items folder. Click the Yes button.
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