Synchronizing Folders

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After working with an offline folder, you must synchronize it with the corresponding folder on the server to make the contents identical. Be sure to synchronize offline folders whenever you make changes to the folder—whether working offline or online. Otherwise, you could be working with obsolete items or be missing items that were added while you were offline.

You can synchronize folders manually, or you can synchronize them automatically at a specified time or time interval.

Important 

This exercise requires that you be connected to a Microsoft Exchange Server network. To complete this exercise, you must have completed the preceding topic, “Configuring Offline Folders,” which ensures that you will have an .ost file on your computer that is configured for offline use.

In this exercise, you will manually synchronize an offline folder, create a group of folders to be synchronized together, and configure Outlook to automatically synchro nize the group of folders.

BE SURE TO start Outlook before beginning this exercise.

  1. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and click Define Send/Receive Groups.

    The Send/Receive Groups dialog box appears.

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  2. Click the New button.

    The Send/Receive Group Name dialog box appears.

  3. In the Send/Receive Group Name box, type Offline Folders, and click OK.

    The Send/Receive Settings – Offline Folders dialog box appears.

  4. Select the Include the selected account in this group check box.

  5. In the Check folders from the selected account to include in send/receive list, select the check box next to the Calendar, Contacts, Inbox, and Notes folders.

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  6. Make sure the Send mail items and Receive mail items check boxes are selected, and click OK.

    The Send/Receive Settings – Offline Folders dialog box closes.

  7. In the Group Name list, be sure that Offline Folders is selected.

  8. In the Setting for group “Offline Folders” area, select the Perform an automatic send/receive when exiting check box, and clear the Include this group in send/ receive (F9) check box.

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  9. Click the Close button.

    The Send/Receive Groups dialog box closes, and the Offline Folders group is created. Your Offline Folders group will be automatically synchronized when you close Outlook, or when you choose to manually synchronize.

  10. On the Tools menu, point to Send/Receive, and click “Offline Folders” Group.

    Outlook synchronizes the contents of the Calendar, Contacts, Inbox, and Tasks folders with the corresponding folders on your mail server.

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  11. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and click Define Send/Receive Groups.

  12. In the Group Name list, click Offline Folders.

  13. In the Settings for group “Offline Folders” area, select the Schedule an automatic send/receive every check box, click in the minutes box, delete the existing number, and type 15.

    click to expand

  14. Click the Close button.

    The Send/Receive Groups dialog box closes. When you are working online, your Offline Folders group will be automatically synchronized every 15 minutes.

  15. Exit and restart Outlook.

  16. When Outlook prompts you to choose to connect or work offline, click the Work Offline button.

    Outlook opens if Offline mode. Your Calendar, Contacts, Inbox, and Tasks folders are available. Any changes you make will be synchronized with the server each time you exit Outlook.

BE SURE TO set your offline settings the way you want.

CLOSE any open messages, and if you are not continuing on to the next chapter, quit Outlook.

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Viewing Contacts While Offline

If Cached Exchange Mode is enabled, Outlook downloads a copy of the Global Address List along with your mailbox. If your network connection is slow, you might not want to do this, because it could take a long time and, if you are paying for your connection by the minute, be costly. If you prefer, you can manually download the Global Address List whenever you want to update it.

To manually download a copy of the Global Address List:

  1. On the Tools menu, point to Send/Receive, and then click Download Address Book.

  2. Select the information you want to download, and then click OK.

    To update your Global Address List every time you synchronize a send and receive group:

  1. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Define Send/Receive Groups.

  2. In the Send/Receive Groups dialog box, click the group of accounts and folders, and then click the Edit button.

  3. Select the Download offline address book check box, and then click the Address Book Settings button.

  4. Select the information you want to download, and then close the open dialog boxes.

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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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