If you work with Outlook 2007 primarily as a
You’re probably familiar with folders (directories) in the file system. You use these folders to organize applications and documents. For example, the Program Files folder in the Microsoft Windows operating system is the default location for most applications that you install on the system, and the My Documents folder (called Documents in
Outlook 2007 also uses folders to organize data, but these folders are different from your file system folders. Rather than existing individually on your system’s hard disk, these folders exist within the Outlook 2007 file structure. You view and manage these folders within the Outlook 2007 interface, not in Windows Explorer. Think of Outlook 2007 folders as windows into your Outlook 2007 data rather than as individual elements that exist on disk. By default, Outlook 2007 includes several folders, as shown in Figure 22–17.
Figure 22–17: Folders organize your data in Outlook 2007.
If your Outlook 2007 folders aren’t stored as individual folders on your system’s hard disk, where are they? The answer to that question depends on how you configure Outlook 2007. As in earlier versions of Microsoft Outlook, you can use a set of personal folders to store your Outlook 2007 data. Outlook 2007 uses the .pst extension for a set of personal folders, but you specify the file’s name when you configure Outlook 2007. For example, you might use your name as the file
You can use multiple .pst files, adding additional personal folders to your Outlook 2007 configuration, as shown in Figure 22–18. For example, you might want to create another set of folders to separate your personal information from work-
Figure 22–18: You can add multiple sets of folders to your Outlook 2007 configuration.
If you use Outlook 2007 with Exchange Server and do not use local .pst files to store your data, you have two options for working with your mailbox data offline, and these
An .ost file allows you to work offline. The .ost file acts as an offline copy of your data store on the computer running Exchange Server. When you’re working offline, changes you make to contacts, messages, and other Outlook 2007 items and folders occur in the offline store. When you go online again, Outlook 2007 synchronizes the changes between the offline store and your Exchange Server store when you perform a send/ receive for the account. For example, if you’ve deleted messages from your offline store, Outlook 2007 deletes those same messages from your online store when you synchronize the folders. Any new messages in your Inbox on the server are added to your offline store. Synchronization is a two-way process, providing the most up-to-date copy of your data in both locations, ensuring that changes made in each are reflected in the other.
Outlook 2007 adds a new feature called Cached Exchange Mode. This mode works much the same as offline synchronization with an .ost file. In fact, Outlook 2007 uses an .ost file for Cached Exchange Mode. The main difference is that with Cached Exchange Mode, Outlook 2007 always works from the copy of your mailbox that is cached locally on your computer. Outlook 2007 then automatically handles synchronization between your offline cache mailbox and the mailbox stored on the server. With Cached Exchange Mode, you don’t need to worry about synchronizing the two- Outlook 2007 detects when the server is available and updates your locally cached copy automatically.
When you create an Outlook 2007 storage file, Outlook 2007 defaults to a specific location for the file. The default location is the Local Settings\Application Data\Microsoft\ Outlook folder of your user profile.
|Inside Out-Find Your Data Store||
If you’re having trouble locating your existing storage files, click File, Data File Management. In the Data Files dialog box, shown in Figure 22–19, select the file you want to locate, and then select the file location in the Filename column. If you can’t see the entire path, drag the column border to expand the column. Alternatively, to go straight to the folder containing the file, select the file and click Open Folder. In the folder window, choose Tools, Folder Options. On the View tab of the Folder Options dialog box, select Display The Full Path In The Title Bar to view the fully qualified
Figure 22–19: Locate your data files by using the Data Files dialog box.
If you use the same computer all the time, it’s
You use a roaming profile and logon time is increasing.
If you use Outlook 2007 with Exchange Server, your best option is to use your Exchange Server mail store as the storage location for your data instead of using a .pst file. However, if you use a roaming profile, consider turning off Cached Exchange Mode or eliminating the use of an .ost file to reduce the excessive amount of traffic that would
Outlook 2007 provides