Outlook tips for road warriors

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1 Outlook 2000/2002: Tips for road warriors You use Outlook to send and receive and access your calendar and contacts when you re at the office, but what about when you re on the road? Don t worry it s still easy to stay in touch. We re going to walk you through the basics of using Outlook 2000 and Outlook 2002 (also referred to as Outlook XP) to stay connected no matter where you are. We ve compiled these tips based on the assumptions that you use Outlook 2000 or 2002 to connect to an Exchange server and that your is delivered to your Inbox. (If you don t know which version of Outlook you use, take a look at the splash screen that appears when you launch Outlook, or open the Help menu and choose About). If you use Outlook 2000, we're assuming that it's installed in corporate or workgroup mode. Warning: Make changes one at a time. Test each change and allow it to synchronize with the server before making another. Making too many changes without checking to see how they work can make it hard to troubleshoot problems. If in doubt, always check with your Exchange administrator. Table of contents Tip #1: Choose the Work Offline connection state...2 Tip #2:Automatically Synchronize offline folders...2 Tip #3:Manually synchronize offline folders...3 Tip #4:Set Outlook to work with Offline Folders...3 Tip #5:Create personal folders...3 Tip #6: Compress personal folders...4 Tip #7: Export and back up your personal folders...4 Tip #7: Download your offline address book...4 Tip #8: Clean out your Sent Items folder...5 Tip #9: Set your subfolders for online use only...5 Tip #10: Turn off the Outlook Journal...5 Tip #11: Empty your Deleted Items folder automatically...6 Page 1

2 Tip #1: Choose the Work Offline connection state The Work Offline option allows you to use your Offline Folders without having to connect to your network when you start Outlook. 1. On the Tools menu, select Services. 2. Double-click the Microsoft Exchange Server entry to access its properties. 3. Select Manually Control Connection State and click Choose The Connection Type When Starting. You can select the default connection state (with the network or offline) depending on where you do most of your work with Outlook. When you do connect to the network, you can retrieve your mail by clicking Send And Receive. 1. On the Tools menu, select Accounts. 2. Click View Or Change Existing Accounts and click Next. 3. In the list of accounts, highlight Microsoft Exchange Server and click Change. 4. Click More Settings. 5. In the General tab (Figure A), select Manually Control Connection State and click Choose The Connection Type When Starting. You can also set the default connection state as described above. 6. Click OK. 7. Click Next and then click Finish. With either version, when you start Outlook, it will ask whether you want to connect or work offline. If you are connected to the company network, you can choose Connect. If you're on the road, you can choose Work Offline. This allows you to connect to your remote network only when you need to. FIGURE A: Automatically deleting items Tip #2: Automatically Synchronize offline folders When you're connected to the network, you can automatically synchronize your offline folders with the server at specified times. This updates the folder on your local computer with its corresponding folder on the Exchange server to ensure that the contents of both are the same. 1. On the Tools menu, select Options and then click the Mail Services tab. 2. To synchronize folders automatically when you close Outlook, under Mail Options select When Online, Synchronize All Folders Upon Exiting. 3. To synchronize folders at set intervals, select When Online, Automatically Synchronize All Offline Folders and specify a time interval in minutes. (The default is 60.) 4. To automatically synchronize with offline, select When Offline, Automatically Synchronize. Specify whether to synchronize all folders or just mail and calendar, and then select a time interval. 5. Click OK. 1. On the Tools menu, select Send/Receive Settings and then click Define Send/Receive Groups. Page 2

3 2. In the Group list, select a group. (The default is All Accounts.) 3. To set up automatic synchronization when online, under When Outlook Is Online, select Schedule An Automatic Send/Receive Every X Minutes. Specify a time interval. (The default is 5.) 4. To set up automatic synchronization when offline, under When Outlook Is Offline, select Schedule An Automatic Send/Receive Every X Minutes. Specify a time interval. (Again, the default is 5.) 5. To synchronize when you close Outlook (when online), select Perform An Automatic Send/Receive When Exiting. Tip #3: Manually synchronize offline folders You can manually synchronize your offline folders at any time. 1. On the Tools menu, select Synchronize. 2. Click All Folders or This Folder. 1. On the Tools menu, select Send/Receive. 2. Click Send and Receive All to synchronize all folders. To synchronize a group of folders, select the name of the Send/Receive group. (Groups are created via the Send/Receive Settings option on the Tools menu.) Tip #4: Set Outlook to work with Offline Folders Offline folders allow you to work with Outlook items just as if you were connected to the server. 1. On the Tools menu, select Services. 2. Double-click Microsoft Exchange Server to access its properties. 3. Click the Advanced tab, select the Enable Offline Use check box and click OK. 4. Click OK to close the Options dialog box and then restart Outlook. 1. On the Tools menu, select Accounts and then click View Or Change Existing Accounts and click Next. 2. In the Accounts list, highlight Microsoft Exchange Server and click Change. 3. Click More Settings. 4. Click the Advanced tab and then click the Offline Folder File Settings button. 5. In the File box, type the path to create an.ost file where your offline folders will be stored on the local computer (or accept the default) and click OK. 6. If the file does not exist, you ll be asked if you want to create it. Click Yes. 7. Click OK, click Next, and then click Finish. If you're permanently connected to a LAN, it's a good idea to set up offline folders, too. If the LAN goes down, your mail, contacts, and calendar will still be available. Tip #5: Create personal folders Personal folders allow you to better organize your messages. 1. On the File menu, select New and click Personal Folders File (.PST) 2. In the Save-In drop-down list, navigate to the folder on your hard disk where you want to save the file. 3. Type a name for the file in the File Name text box and make sure the file type is PST Files. Click Create. Page 3

4 4. In the Create Microsoft Personal Folders dialog box, you can enter a name, select encryption options, and set a password on the.pst file. Click OK. 1. On the File menu, select New and then click Outlook Data File. 2. Under Types Of Storage, select Personal Folders File (.PST) and click OK. 3. In the Save-In drop-down list, navigate to the folder on your hard disk where you want to save the file. 4. Type a name for the file in the File Name text box and make sure the file type is PST Files. Click Create. 5. On the View menu, click Folder List; the new personal folder will show up in the list. 6. As a housekeeping routine, move older Inbox items to your personal folders or delete them. Tip #6: Compress personal folders You can save disk space on your computer by compressing heavily used personal folders. In both Outlook 2000 and Outlook 2002, do the following: 1. Right-click on your Personal Folders icon in the Folders list pane. 2. Choose Properties For Personal Folders. 3. In the General tab (Figure B), click the Advanced button. 4. Click Compact Now. Depending on the size of your personal folders, you'll need to allow a few minutes to a half-hour for this procedure to complete. Tip #7: Export and back up your personal folders For your backup purposes, we ll assume you have a location to use, such as a Zip drive, a Home drive on a network, or an Internet-based subscription backup service. In both Outlook 2000 and Outlook 2002, do the following: 1. Select Import And Export from the File menu. 2. Choose Export To A File and click Next. Figure B: Compressing personal folders 3. Select Personal Folder File (.PST) and click Next. 4. Choose Personal Folders as the folder to export. Be sure to select the Include Subfolders check box. Click Next. 5. In the Save Exported File As text box, enter the desired location and filename. A good rule of thumb is to include the date of the backup in your filename (for example: pst) instead of accepting the generic default name, Backup.pst. 6. Click Finish. The wizard will present a final dialog box with options for encrypting and password-protecting your new.pst file. Select the options you want and click OK to begin the export. Tip #7: Download your offline address book To ensure that your address book is up-to-date, download it when you re connected to the server. 1. On the Tools menu, click Synchronize. 2. Select Download Address Book. Page 4

5 3. Specify whether to download full details or no details (the latter is faster) and choose the address book to download. 1. On the Tools menu, click Send/Receive. 2. Select Download Address Book. 3. Specify whether to download full details or no details (the latter is faster) and choose the address book to download. Once you ve downloaded your address book, Outlook will provide automatic name checking even if you re working offline. Tip #8: Clean out your Sent Items folder If you re a prolific er, your Sent Items folder might contain thousands of items. You can thin them out by deleting ones you no longer need. If you want to keep them, just move them to a personal folder. 1. Select the individual Sent Folder items you want to keep or select the entire Sent Items folder. 2. Drag the selection onto to your Personal Folder icon to keep the selected messages; drag them to the Deleted Items folder to delete them. Tip #9: Set your subfolders for online use only If you restrict your subfolders to online use, they ll be available only when you connect to the server and Outlook will have fewer items to synchronize. 1. Right-click on a subfolder and choose Properties. 2. Click the Synchronization tab. 3. Choose the Only When Online option under This Folder Is Available. Outlook 2002 is a bit different: Only the Inbox, Outbox, Deleted Items, Sent Items, Calendar, Contacts, Tasks, Journal, Notes, and Drafts folders are available offline by default. Subfolders are not available offline unless you specifically make them available. To stop using a folder offline that you have previously enabled for offline availability, do the following: 1. On the Tools menu, select Send/Receive Settings and click Define Send/Receive Groups. 2. In the groups list, click the group that contains the accounts and folders you want to make unavailable when offline. 3. Click Edit. 4. Uncheck the boxes for the folders that you want to make unavailable when offline. This will not change the offline availability for subfolders unless you uncheck their boxes. 5. Click OK and then click Close. Tip #10: Turn off the Outlook Journal Turn off the Journal unless your company specifically requires it. The Journal function records an entry in Outlook every time you access an Office program. Outlook 2000 and 2002 turn off the Journal by default, but if it has been turned on, you can disable it and improve performance. In both Outlook 2000 and 2002: 1. On the Tools menu, select Options, and click Journal Options. 2. Deselect all the check boxes, click OK, and click OK again. Page 5

6 3. From the Folder View, select Journal and delete all the entries. Tip #11: Empty your Deleted Items folder automatically Keeping your Deleted Items folder cleaned out will free up more disk space your computer. You can set Outlook to empty the Deleted Items folder automatically when you close. In both Outlook 2000 and Outlook 2002: 1. On the Tools menu, select Options. 2. Click the Other tab (Figure C). 3. Click Empty The Deleted Items Folder Upon Exiting. FIGURE C: Automatically deleting items Page 6

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