Configuring Offline Folders

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If you choose to not use Cached Exchange Mode, you can use offline folders to access your Outlook information when you are not connected to your e-mail server. For example, if you want to catch up on messages while traveling, you might configure a folder containing the messages you want to read so that they are available offline on your laptop. Note that offline folders contain only messages that you received before you started working offline.

Tip 

It is not necessary to create an offline folder if you use Cached Exchange Mode.

If you created items, deleted messages, or made any other changes to the contents of an offline folder while you were not connected to your e-mail server, you need to connect to your e-mail server and update the corresponding folder on the server to make the contents of the two folders identical. This process is called synchronizing offline folders. Be sure to synchronize your offline folders whenever you make changes to the folder-whether working offline or online. Otherwise, you could be working with obsolete or missing items that were added while you were offline.

Important 

This exercise requires that you be connected to a Microsoft Exchange Server network.

In this exercise, you will create an offline folder file, configure a folder for offline use, and switch between online and offline use.

BE SURE TO turn off Cached Exchange Mode before beginning this exercise.

  1. On the Tools menu, click E-mail Accounts.

  2. In the E-mail Accounts Wizard, select the View or change existing e-mail accounts option, and then click Next.

  3. In the Outlook processes e-mail for these accounts in the following order list, click Microsoft Exchange Server, and then click the Change button.

  4. On the Exchange Server Settings page, click the More Settings button.

    The Microsoft Exchange Server dialog box appears.

  5. Click the Advanced tab, and then click the Offline Folder File Settings button.

    The Offline Folder File Settings dialog box appears.

  6. Click the Browse button.

    Tip 

    If the Browse button is disabled, click the Disable Offline Use button, click Yes, and then click the Offline Folder File Settings button again.

    The New Offline Folder File dialog box appears.

  7. On the Places bar, click My Documents.

  8. Make sure outlook appears in the File name box and OST Files appears in the Files of type box, and then click the Open button.

    In the Offline Folder File Settings dialog box, the path to the .ost file appears in the File box.

  9. Click OK. If Outlook prompts you to create the outlook.ost file, click Yes.

  10. In the Microsoft Exchange Server dialog box, click the General tab, and in the When starting area, select the Manually control connection state option and the Choose the connection type when starting check box.

  11. Click OK.

    The Microsoft Exchange Server dialog box closes.

  12. In the E-mail Accounts Wizard, click Next, and then click Finish.

  13. In the Navigation Pane, click your Inbox.

  14. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and make sure the Make This Folder Available Offline option is selected. If it isn't, click it.

  15. On the Tools menu, point to Send/Receive, and then click This Folder.

    Outlook synchronizes the selected folder.

    click to expand

  16. Exit and restart Outlook.

    Outlook opens, prompting you to choose to connect or work offline.

    click to expand

  17. Click the Work Offline button.

    Outlook opens. The contents of your Inbox are visible and available, but no other content is, including your Calendar, Contacts, or Tasks. You need to synchronize each of the folders you want to have available before working offline.

  18. Exit and restart Outlook.

  19. When Outlook prompts you to choose to connect or work offline, click the Connect button.

    Outlook opens with all folders available.



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Microsoft Office Outlook 2003 Step by Step 2003
Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615217
EAN: 2147483647
Year: 2004
Pages: 116

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