Outlook Rules not Running Automatically in Shared Mailbox
Published: June 23rd, 2025 • 6 Min Read
Outlook Rules are automated actions to manage incoming emails as per the email based on specific conditions. These rules help to manage your emails by moving emails based on sender, subject, or spam marked emails, forward emails to another address, deleting or marking messages as read automatically.
Outlook Rules are triggered when emails arrive or sent. Some rules only work when the Outlook application is active. While other rules can run on the server, depending on how they created and where the mailbox is hosted(Exchange or Microsoft 365).
Why Outlook Rules not Working Automatically for External Email?
- Outlook has a size limit of all rules, typically 256 KB. If your rules contain complex conditions, long names, or large distribution lists, they may not run as expected.
- Rules marked as On this machine only or those that rely on the local folder will only work when Outlook is running. They don’t work automatically when Outlook closes or is not reflected on another machine.
- A damaged SRS file can prevent rules from working correctly. Resetting or deleting this file can often fix this error.
- Using Exchanged Cached Mode can cause synchronization issues that interfere with rule execution, especially if there’s a lag between local and server data.
- A corrupted mailbox or PST file can affect Outlook performance, including rule execution. Use OST Recovery to get a healthy Outlook file.
Troubleshooting Steps
Method 1. Check Rules Enabled in Outlook
- Open Outlook and click on the file as appears in the top left corner.
- Click on Manage Rules and Alert and check your rules are not disabled or unchecked.
Method 2. Simplify, Shorten or Combine Similar Rules
- Use shorter rule names.
- Merge similar rules into one.
- Avoid using a large distribution list.
Method 3. Delete and Recreate Problematic or Oversized Rules
- Corrupted or bloated rules may not run at all. Delete problematic rules and recreate them using simpler conditions and actions.
Method 4. Convert Client Rules to Server Rules via OWA
- Login into Outlook Web App and create rules directly from there. Rules created in OWA are typically server-based and run more consistently than ideal when Outlook rules are not working automatically.
Method 5. Rename or Reset SRS File
- Close Outlook.
- Navigate to: C:\Users\[YourName]\AppData\Roaming\Microsoft\Outlook\.
- Rename Outlook to regenerate SRS file.
Method 6. Toggle Cached Exchange Mode ON/OFF
- Go to file and click on Account Settings.
- Press on Account Settings in the dropdown list.
- Double click on your account and uncheck or recheck using Cached Exchange Mode.
- Relaunch Outlook.
Method 7. Create a Clean Outlook Profile
- Go to the Control Panel and click on Mail.
- Press on Show Profiles and Add New Profile.
- Set as default and reconfigure your email account.
Alternative Method to Fix Outlook Rules Not Working Automatically But Works Manually?
If Outlook rules manually then Outlook files get corrupted so don’t waste your crucial time on manually approach. We recommend you to choose BitRecover OST to PST Converter as this software can easily recover Outlook files and convert into PST files to easily access on any Outlook account. This software is too reliable for backup Outlook data and re-import to your Outlook account.
Steps to Fix Outlook Rules do not Run Automatically
- Download and open Recommended Wizard on your system.
- Click on Convert Configured Outlook mailbox data and hit on Next option.
- Now, Choose the OST mailbox folder as you want to convert.
- Browse PST file and filter as per required convert.
- Select advanced filter and destination path as per user comfort to manage and locate.
- Press Next to fix Outlook rules not working automatically.
Remarkable Qualities of Automated Software
- It is also valuable to convert OST to PDF, MBOX, EML, PST, MSG and 39+ Saving features.
- This software offers an easy to navigate interface to make it a reliable tool for all professional and individual users.
- You can easily restore and convert damaged, corrupted, inaccessible and oversize OST files.
- With this software, you can also use filter options such as date range, subject, sender, recipients, exclude folder, skip empty folder, create PST year wise and many more.
- This software can also auto detect OST from default location and also support letting me select features to upload from any custom location.
- It also offers to import OST to Microsoft 365, Thunderbird, Gmail, Zimbra, Yahoo, and all IMAP Supported platforms.
Common Queries
Why are my Outlook Rules not Automatically Running?
Outlook rules may not work due to size limit, SRS file corruption, client rules only, or issues with Cached Exchange Mode. Ensures rules are enabled, simplified and ideally server based for reliability.
Why have my Outlook Rules Stopped Working?
Rules can stop working due to mailbox corruption, exceed rule quota, conflicts between rules, or switching devices. Recreate the rule, check your rule list in Outlook or OWA and verify synchronization settings to fix Outlook rules not working automatically.
Why did my Autofill Stop Working in Outlook?
Outlook autofill replies on nickname cache(NK2 file). If it’s been cleared, corrupted or you switched to profiles, autofill may stop. Try relaunching Outlook, check the cache is enabled, or recreate the autocomplete list by retyping process.
Why is my Outlook Automatic Reply Not Working?
Outlook automatic reply may not work due to the rule is disabled, you are using a POP/IMAP account(Not Exchange) or your mailbox is full. Check your Out of Office Settings in Outlook or OWA and check server connectivity stable and rules and correctly configured.
Overall Reflection
We have explored all valuable solutions to fix Outlook rules not working automatically in Shared Mailbox, on External email, on the web, in shared mailbox, Outlook 2016, Microsoft 365, for external email or works manually. If manual workaround does not works then try Alternative method as it can turn damaged Outlook files into healthy to easily access and manage Outlook rules.