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Working Offline

There are a few specific issues and settings you need to consider when working with Outlook offline. This document explains how to configure Outlook’s startup mode and offline folders.

Configuring Startup Options

When you start Outlook, it attempts by default to determine the online/offline status of the server. If the server is unavailable, Outlook starts in offline mode and uses the offline folder specified in your profile for displaying existing items and storing new items (such as e-mail messages) before synchronizing with Exchange Server. If you’ve configured autodial in your operating system, Outlook dials the connection to the ISP or RAS server. However, you might want to exercise more control over Outlook’s startup mode and when it connects. For example, you might prefer to have Outlook start in offline mode so that you can compose messages or perform other tasks before you connect and synchronize with the server.

You configure startup options by setting the properties for the Exchange Server account in your profile, as outlined here:

1. Right-click the Outlook icon on the desktop and choose Properties (or double-click the Mail icon in Control Panel).

2. If you don’t use multiple profiles, skip to step 3. If you use multiple profiles, click Show Profiles. Select the profile you want to change and then click Properties.

3. Click E-Mail Accounts, select View Or Change Existing E-Mail Accounts, and then click Next.

4. Select the DataGate Exchange Server account and then click Change.

5. Click More Settings and then click the General tab

6. Configure the following settings:

• Automatically Detect Connection State. Outlook detects the connection state at startup and enters online or offline mode accordingly.

• Manually Control Connection State. You control the connection state when Outlook starts. The following three options work in combination with this option.

• Choose The Connection Type When Starting. Outlook prompts you to select the connection state when it starts. This allows you to select between online and offline states.

• Connect With The Network. Connect through your local LAN to Exchange Server. You can use this option if you connect to the Internet through a dedicated connection such as a cable modem or a DSL connection.

• Work Offline And Use Dial-Up Networking. Start in an offline state and use Dial-Up Networking to connect to Exchange Server. On the Connection tab, specify the dial-up connection you want to use.

• Seconds Until Server Connection Timeout. Specify the timeout, in seconds, for the server. Outlook attempts a connection for the specified amount of time; if Outlook is unable to establish a connection in the specified period, it times out. You might want to increase this setting if you connect to the Internet through a shared dial-up connection hosted by another computer on your LAN.

Using Offline Folders

Although you don’t have to use offline folders when you work with Exchange Server over a remote connection, you do need a set of offline folders to work offline. If you haven’t set up offline folders and can’t connect to the remote server, Outlook can’t start. So, one of your first tasks after you create your dial-up connection and configure your DataGate Exchange Server account should be to configure a set of offline folders.

NOTE

The offline folder (OST) file does not appear as a separate set of folders in Outlook. In effect, Outlook uses it transparently when your computer is offline.

You can associate one set of offline folders with the DataGate Exchange Server account in your profile. The offline file has an OST file extension and stores a copy of all the folders and items in your Exchange Server mailbox. Outlook synchronizes the data between the two. For example, suppose that you create an e-mail message and a new contact item while working offline. The message goes in the Outbox folder of the offline store, and the new contact item goes in the Contacts folder of the offline store. When you next connect to the server and perform a synchronisation, Outlook moves the message in the local Outbox to the Outbox folder on your DataGate Exchange Server, and the message then gets delivered. Outlook also copies the new contact item in your local Contacts folder to the Contacts folder stored on the Exchange Server. Any additional changes, including those at the server (such as new e-mail messages waiting to be delivered), are copied to your local offline folders.

An OST file, like a personal folders (PST) file, contains Outlook folders and items. One difference, however, is that you can have only one OST file, while you can have multiple PST files. Also, Outlook synchronises the offline store with your Exchange Server automatically but does not provide automatic synchronisation for PST files. Follow these steps to configure offline storage with an OST file:

1. If Outlook is running, choose Tools, E-Mail Accounts. Otherwise, right-click the Outlook icon on the desktop, choose Properties, and then click E-Mail Settings.

2. Select View Or Change Existing E-Mail Accounts and click Next.

3. Select the DataGate Exchange Server account and click Change.

4. Click More Settings and then click the Advanced tab.

5. Click Offline Folder File Settings to open the dialog box shown below.

6. In the File box, specify a path and name for the OST file.

7. Select the necessary encryption setting (normally No Encryption for best speed) and click OK.

8. On the Advanced tab, verify that the Enable Offline Use option is selected and click OK.

9. Click Next and then click Finish.

Synchronising with your Exchange Server Mailbox

After you add an OST file to your profile, you need to synchronize the file with your DataGate Exchange Server mailbox at least once before you can work offline.

Follow these steps to synchronize your offline folders:

1. Open Outlook and connect to DataGate Exchange Server.

2. Choose Tools, Send/Receive, Microsoft Exchange Server. Outlook then synchronizes with the Exchange Server.

NOTE

If you specified a name for the account other than the default Microsoft Exchange Server, select that account name on the Send/Receive menu. You’ll find the account name on the General tab of the account’s Properties dialog box.