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NOTE: These procedures only apply if you have installed Outlook with the Corporate Workgroup/Other option. This option allows you to use Messaging Application Programming Interface (MAPI) services. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Corporate" if you have the Corporate Workgroup installation.
When you use Microsoft Outlook with the Microsoft Exchange Server Information Service, you have the ability to work with folders "offline." That is, you can access the contents of a folder without a network connection. This article discusses how you can change from using Personal Folders to Offline Folders, and how to create, use, and synchronize offline folders.
Personal Folders are folders that you create to store mail messages on a hard disk other than your server mailbox. You add Personal Folders as a service to the user profile and give it a file name. Personal Folders have a .PST extension.
To uses offline folders you must first change you mail delivery from your personal folders to your server mailbox.
Changing Your Delivery LocationTo change your delivery location, follow these steps:
Copying Mail Items to the MailboxTo copy messages from your Personal Folders Inbox to your Mailbox on the server, follow these steps:
Temporarily clear the filter from an existing tabular view.
-or-Define a new permanent, tabular view of all the items.
Clearing the Filter from an Existing ViewTo clear the filter from an existing tabular view of a folder, follow these steps:
Defining a New Tabular ViewTo define a new, tabular view, follow these steps:
Copying Other Items to the MailboxTo copy the Calendar, Contact, Task, Notes or Journal items from your Personal Folders to your Mailbox on the server, follow these steps:
Copying Custom Folder Properties to New FoldersYou can copy these personal folder design properties.
Offline FoldersOffline folders are stored in an offline folder file (.OST); this file is located on your computer and is available even when the network is down. The default location for the OST is your current Windows folder. Like Personal Folders (.PST), the OST can be compacted to save space on your computer.
The difference between an Offline Folder file and a set of Personal Folders is the Offline Folder file starts as a mirror image of your folders on the Microsoft Exchange Server and works in conjunction with it during synchronization. A set of Personal Folders, on the other hand, is simply a storage location on your hard disk or a server other than the Microsoft Exchange Server.
When working offline, you can add, delete, and modify the contents of an offline folder exactly as you would with a folder on a server. For example, you can change and move items in your offline Inbox, send messages that are placed in your offline Outbox, and read your offline public folders. In the meantime, information on the server is still processing. You will continue to receive new messages in your Mailbox while other users can add, delete, and change items in public folders. However, you will not be aware of these changes on the server until you connect to the network.
When you need to update the contents of the Offline folder and its corresponding server folder so that they are identical, you synchronize the folders and then continue to work offline. The Synchronize command on the Tools menu connects to the server through Dial-Up Networking, copies the changes made in each folder to the other folder, and then disconnects. An item that you delete from either the offline folder or the corresponding server folder will be deleted from both after synchronization.
Creating an Offline Folder FileNOTE: You must be connected to the Microsoft Exchange Server for the initial creation and synchronization of the Offline Folder file.
To create an offline folder file, follow these steps:
To set any user-defined folders for offline use, follow these steps:
The file <filename>.ost cannot be accessed because it has been configured for use with a different mailbox.
Working with Public Folders OfflineTo work with public folders offline, follow these steps:
Synchronizing a Specific FolderTo synchronize a specific folder, click to select the folder you want to synchronize, Point to Synchronize on the Tools menu, and then click This Folder.
Synchronizing All FoldersTo synchronize all your offline folders, on the Tools Menu, point to Synchronize and then click All Folders.
NOTE: When you synchronize, a log file appears as a message in your Deleted Items folder. This log file contains information such as the time you synchronized, the names of the folders synchronized, and the number of items added.
Automatically Synchronizing All Folders When You Quit OutlookTo automatically synchronize all folders when you quit Outlook, follow these steps:
To download your address book, follow these steps: