All my rules are coming as (client only) rules and I can't run all of them. The system has turned off some of them for lack of space.

How can I change them into server-based rules?

Let's answer this in two parts. First, let's understand the difference between client and server rules.

Server-based rules
If you run Outlook as your email client and you get your email through an Exchange server, server-based rules are those rules that run on the Exchange server, not on your local computer.

This can be a big win because rules can run even when your computer is off, when Outlook is closed, and can process messages before you download them.

I like these a lot because I have a number of server rules that run to file mailing lists and other expected email, and so, if I'm traveling and want to check my inbox on my iPhone, I don't have to sift through all sorts of other messages -- nor do I have to worry whether I left Outlook open on my desktop when I left.

Some rules can't be run on the server. For example, if you have a rule that requires printing, it can't run on the server. It'll be called (client only).

Client-only rules
In general, client-only rules apply to data that's only on the client. One of the more bizarre client-only limitations is category. Categories live, in general, on the client so if you're attempting to assign a message to a category, it'll suddenly become a client-only rule.

Microsoft lists the following conditions that cause a rule to be client-only:

• Through the specified account
• Assigned to category category
• Uses the form name form
• With selected properties of documents or forms
• Sender is in specified Address Book
• On this machine only

There are also specific rule actions that will force a rule to be client-only:

• Move it to a folder (see note below)
• Print it
• Assign it to the category category
• Reply using a specific template
• Flag message for action in a number of days
• Flag message with a colored flag
• Play a sound
• Run a script
• Start application
• Mark it as importance
• Display a specific message in the New Item Alert window
• Display a Desktop Alert

Now, I have a bunch of server-based rules that move messages to folders. The key here is that if the folder you're moving the message to exists on your PC only, then it becomes a client-only rule.

Some of these (like printing) make sense. Others, like flagging the message, assigning it to a category, or marking importance should really work on the server as well. Hopefully, in time, they will.