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Using Public Folders Offline
You can use public folders offline. Here
are the steps to setup a public folder for offline
use.
First of course, you must configure an
offline folder file and setup Outlook for offline use.
See Working Offline for
details about that.
If you're an advanced user, probably all
we need to tell you is that you have to add a shortcut
to your public folder favorites for the public folder
you want to use offline, then set the offline usage
option on that shortcut. Step-by-step instructions
follow.
Ironically, in order to set a public
folder for offline use, you must perform the following
configuration steps while working
online.
1. Add a public folder shortcut to the
Public Folder Favorites folder
- If the Folder List is not
visible, click the View menu, and then click
Folder List.
- Click Public
Folders, and then click the public folder you want
to add as a shortcut to the Favorites folder.
- On the File menu,
point to Folder, and then click Add to
(Public Folder) Favorites.
- To change the name of the
public folder that appears in your Favorites folder,
type a new name in the Favorite folder name
box.
- To add shortcuts to
subfolders of this public folder, click
Options, and then select the options you
want.
For help on an option, click Help.
- Click Add.
2. Make a folder available
offline
The Inbox, Outbox, Deleted Items, Sent
Items, Calendar, Contacts, Tasks, Journal, Notes, and
Drafts folders are automatically made available offline
when you set up offline folders. To use any other folder
offline, you must specifically enable it for offline use
by following the steps below. Steps are different for
Outlook XP and Outlook 2000, see the appropriate section
below.
How to set up offline folders in Outlook XP
- On the Tools menu, point to
Send/Receive Settings, and then click Define
Send/Receive Groups.
- In the list, click a Send/Receive
group containing an Exchange Server account, and then
click Edit.
- Under Accounts, select your Exchange
Server account.
- In the list, select the folders that
you want to use offline in addition to your default
folders.
If you want to apply a filter to a
specific folder, click the folder, click Filter
Selected Folder, and then select the options that you
want.
If you want to limit the size of messages to
download when you synchronize folders, click Limit
Message Size, and then click the options that you
want.
- Click OK.
Tip:
To quickly designate a folder for
offline use, click the folder in the Folder List and on the Tools menu, point to Send/Receive Settings,
and then click Make This Folder
Available Offline.
How to set up offline folders in Outlook
2000:
- Click Inbox
- On the Tools menu, click
Options, and then click the Mail
Services tab.
- Select the Enable offline
access check box, and then click the options you
want. For Help on an option, click the question mark
and then click the option.
- Click Offline Folder
Settings.
- Select the folders you want to use
offline in addition to your default folders.
- If you want to apply a filter to a
specific folder, click the folder and then click
Filter Selected Folder.
- If you want to limit the size of
messages to download when you synchronize folders,
click Download Options, and then click the
options that you want.
- Click the Quick
Synchronization tab to select folders to
synchronize as a group.
- Click OK twice, and then synchronize
offline folders.
Search Outlook Help for the keyword
offline folders to find more information on this
subject. |
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