Work offline

The way in which you set up to work offline the first time depends on the type of e-mail server that you use.

If you are using Exchange Server

  1. Set up offline folders.

    How?

    1. On the Tools menu, click E-Mail Accounts, click View or change existing e-mail accounts, and then click Next.
    2. In the Outlook processes e-mail for these accounts in the following order list, click Microsoft Exchange Server, and then click Change.
    3. Click More Settings.
    4. Click the Advanced tab, and then click Offline Folder File Settings.
    5. In the File box, type the path to the file you want to use as the Offline Folder file.

      The default file name is outlook.ost. If this file already exists, you are prompted for a new name.

  2. Work as you normally do. Sent items remain in your Outbox.
  3. Synchronize the folders.

    How?

    You can automatically synchronize your offline folders at a time or time intervals that you specify, or you can manually synchronize them whenever you need to. Whether you synchronize automatically or manually, you must first have specified the folders for offline use.

    Make folders available offline

    If you are using dial-up networking to work with offline folders from a remote location, you must first set up your computer with a modem, a telephone line, and dial-up networking software.

    Start using a folder offline with Exchange Server

    1. Create an offline folder (.ost) file.

      How?

      1. On the Tools menu, click E-Mail Accounts, click View or change existing e-mail accounts, and then click Next.
      2. In the Outlook processes e-mail for these accounts in the following order list, click Microsoft Exchange Server, and then click Change.
      3. Click More Settings.
      4. Click the Advanced tab, and then click Offline Folder File Settings.
      5. In the File box, type the path to the file you want to use as the Offline Folder file.

        The default file name is outlook.ost. If this file already exists, you are prompted for a new name.

       
  4. If you are not already connected to the network, do so by using a dial-up connection. You can specify a dial-up connection from Outlook.

    How?

    This feature requires Microsoft Exchange.

    If you are using a different e-mail service, see Windows Help for information about setting up a dial-up connection.

    1. On the Tools menu, click E-Mail Accounts, click View or change existing e-mail accounts, and then click Next.
    2. In the list, click Microsoft Exchange Server, and then click Change.
    3. Click More Settings.
    4. Click the Connection tab, and then click Connect using my phone line.
    5. Under Modem, click the appropriate dial-up connection in the list, or click Add and follow the instructions in the wizard to create a new connection.
     
  5. Specify the folders you want to be available for offline use.

    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.

    How?

    1. On the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.

    2. In the list, click a Send/Receive group containing an Exchange Server account, and then click Edit.
    3. Under Accounts, select your Exchange Server account.
    4. 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.

    5. Click OK.

    Note   If you will be using the security feature for sealed messages while working offline, be sure you download the Address Book along with full details of its information.

Stop using a folder offline

  1. On the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.
  2. In the list, click the group that contains the accounts and folders you want to make unavailable offline, and then click Edit.
  3. In the list, clear the check box next to the folder that you want to make unavailable for offline use.

Note   If the folder you want to make unavailable for offline use contains subfolders that are available for offline use, those subfolders remain available unless you clear the check boxes next to them.

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.

 

Manually synchronize folders

Do one of the following:

Automatically synchronize folders

  1. On the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.
  2. In the list, click a group.
  3. Do either or both of the following:

    Set up online synchronization

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

    Set up offline synchronization

    Under When Outlook is offline, select the check boxes that you want:
 

If you are using a POP3, IMAP, or HTTP e-mail server