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When you use Microsoft Outlook 97 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, which is beneficial for remote users. 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 your local hard disk or on another server. You add a main Personal Folders as a service to the User Profile and give it a file name. Personal Folders have a .PST extension.
Changing Your Delivery LocationTo change your delivery location, follow these steps:
Copying Items to the MailboxNOTE: Before continuing, display the Folder List. If it is not already shown beside the Outlook Bar, click Folder List on the View menu.
To copy messages from your Personal Folders to your Mailbox on the server, follow these steps:
Temporarily clear the filter from an existing tabular view.
Define a new permanent, tabular view of all calendar items.
Clearing the Filter From an Existing ViewTo clear the filter from an existing tabular view, follow these steps:
Defining a New Tabular ViewTo define a new permanent, tabular view, follow these steps:
Moving Items to the MailboxTo move messages from your Personal Folders to your Mailbox on the server, follow these steps:
Moving All Calendar Items to Another Folder
Copying Custom Folder Properties to New FoldersYou can copy the 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 local disk or on 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 do 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:
To Synchronize Offline FoldersNOTE: 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.
Synchronizing a Specific FolderTo synchronize a specific folder, click the folder you want to synchronize, click Synchronize on the Tools menu, and then click This Folder.
Synchronizing All FoldersTo synchronize all your offline folders, on the Tools Menu, click Synchronize and then click All Folders.
Automatically Synchronizing All Folders When You Quit OutlookTo automatically synchronize all folders when you quit Outlook:
To download your address book, follow these steps:
NOTE: The Outlook Remote Mail feature is not available if you are set for Offline Folder Use. For more detailed information about Remote Mail and how to use it, please see the following article in the Microsoft Knowledge Base:
(https://support.microsoft.com/kb/162046/EN-US/ )OL97: Remote Mail, Offline Folders, and Working Offline
Article ID: 177511 - Last Review: October 7, 2013 - Revision: 1.1