setting up offline folders

8/6/2019 Setting Up Offline Folders

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Setting Up Offline Folders

Offline Outlook folders enable you to work with information stored in Outlook when youare not connected to the network (when you are offline). For example, you can readmessages in your Inbox, compose new outgoing messages, and manage appointments onyour Calendar all without a network connection.

Offline Outlook folders are particularly useful if you are a laptop user who needs toaccess Outlook information from a location where network connectivity is inconvenientor impossible, such as an airport.

Offline Outlook folders are stored in an offline folder file which is located on your computer's local hard drive. The folders are a mirror image of your Outlook foldersstored on the Exchange server. Offline Outlook folders kept current through a processcalled "synchronization" which also sends any outgoing mail that you compose whileoffline.

1. Connect the laptop to the HISD network.

2. Login and open MS Outlook.

3. In the Tools menu, click E-Mail Accounts .



4. In the E-Mail Accounts window that appears, click View or change existing e-mail accounts and then click Next .

5.

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



6. Click More Settings .

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



8. Keep the default path given in the File box.

9. Click OK on the Offline Folder File Settings box .

10. If told the file path does not exist would you like to create it now, click the Yes button.

11. Click OK on the Microsoft Exchange Server box.

12. Click the Next button on the E-mail Accounts box.

13. Click Finish .

14. The Inbox, Outbox, Deleted Items, Sent Items, Calendar, Contacts, Tasks,

Journal, Notes, and Drafts folders are automatically made available offline whenyou set up offline folders. To use any other folder offline, you must specificallyenable it for offline. In the Tools menu, point to Send/Receive Settings , and thenclick Define Send/Receive Groups .



15. In the list, click a Send/Receive group containing an Exchange Server account,and then click Edit .

16. Under Accounts in the upper left, select your Exchange Server account.

17. In the list, select the folders that you want to use offline in addition to your defaultfolders.



18. If you want to apply a filter to a specific folder, click the folder, click FilterSelected Folder , and then select the options that you want.

19. If you want to limit the size of messages to download when you synchronizefolders, click Limit Message Size , and then click the options that you want.

20. If you want to use the Global Address List while offline, put a check next to the

Download offline address book .

21. Click OK to return to the Send/Receive Group box.



22. Under When Outlook is online , select the check boxes that you want:

• To automatically synchronize all folders at specified intervals while you'reonline, select the Schedule an automatic send/receive every [x] minutes check box, and then enter a number between 1 and 1440.

•

To synchronize all folders after every online Microsoft Outlook session,select the Perform an automatic send/receive when exiting check box.Set up offline synchronization.

23. Click Close .

24. On the Tools menu, point to Send/Receive, and then click All Accounts.

NOTE: You can typically use the F9 key to synchronize all of your offline Outlook folders.

Added Tips

• The offline folder file may be deleted during maintenance performed by IT staff.The offline folder file will be recreated the next time that you synchronize.However, you should still synchronize often to ensure that you changes are copiedto the server in a timely manner.

• Synchronizing for the first time (or when you haven't synchronized in while) cantake a long time. Be patient!

• Only synchronize those Outlook folders that you really need to have availableoffline. Having large numbers of offline Outlook folders will increase

synchronization time.• Having Large numbers of offline Outlook folders also increases the possibility of

a corrupted offline folder file, which will cause Outlook to stop functioningnormally.

• Outlook may sometimes appear to "hang" while synchronizing. Again, be patientand give the process a few minutes to finish.

• Synchronizing with a phone modem is much slower than with the campusnetwork.

setting up offline folders

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