Sharing Folders and Working Offline

Advanced Training for Microsoft Outlook 2002

Sharing Folders with Others

1	To begin sharing a folder with others, click the View menu, and click Folder List.
2	To create a new folder, click the File menu, point to Folder, and then click New Folder.
3	To specify a name for the new folder, in the Create New Folder dialog box, in the Name box, type To Do.
4	To select the location for the new folder, in the Select where to place the folder list, click Mailbox - Jeff Pike, and then click OK.
5	In the message that appears asking you to add a shortcut to the Outlook Bar, click No.
6	To add a message to the To Do folder, in the Inbox, point to the Upcoming show message from Mandy Vance, press and hold down the mouse button, drag to the To Do folder, and release the mouse button.
7	To view the message in the To Do folder, in the Folder List, click To Do.
8	To set the properties for the To Do folder, click the File menu, point to Folder, and then click Properties for “To Do”.
9	To begin setting permissions for the folder, in the To Do Properties dialog box, click the Permissions tab.
10	To select who should receive permission to access the folder, on the Permissions tab of the To Do Properties dialog box, click Add.
11	To give Chris Hill permission to access the folder, in the Add Users dialog box, in the Name box, click Chris Hill, click Add, and then click OK.
12	To allow Chris Hill to create, edit, and delete items in the To Do folder, in the To Do Properties dialog box, in the Permissions section, click the Permission Level arrow, and click Editor.
13	To implement the permissions you've specified, click OK.
14	To begin designating someone as a delegate, so that she is given access to some of your main Outlook folders, click the Tools menu, and then click Options.
15	In the Options dialog box, click the Delegates tab.
16	To add a new delegate, on the Delegates tab of the Options dialog box, click Add.
17	To select the new delegate, in the Add Users dialog box, in the Name list, click Holly Dickson, click Add, and then click OK.
18	To allow Holly Dickson to read and create items in your Calendar, in the Delegate Permissions: Holly Dickson dialog box, click the arrow to the right of the Calendar box, and click Author.
19	To accept the remaining default settings and allow Holly Dickson to read, create, and modify items in your Tasks list, click OK.
20	To close the Options dialog box, click OK.

Configuring Offline Folders

1	To begin creating a folder on your hard disk for messages you want available to you offline, click the Tools menu, and then click E-mail Accounts.
2	To create an offline folder from your existing e-mail account, in the E-mail Accounts Wizard, notice that View or change existing e-mail accounts is selected, and click Next.
3	To modify the settings for Microsoft Exchange Server, click Change.
4	To view additional settings for your Microsoft Exchange Server, click More Settings.
5	To begin creating an offline folder, in the Microsoft Exchange Server dialog box, click the Advanced tab.
6	To view your offline folder file settings, under Logon network security, click Offline Folder File Settings.
7	To create an offline folder called outlook.ost (the default name for offline folders), in the Offline Folder File Settings dialog box, click OK, and in the message box asking whether to create the outlook.ost file, click Yes.
8	To begin configuring your Microsoft Exchange Server account for offline use, in the Microsoft Exchange Server dialog box, click the General tab.
9	To manually control how you connect to the server each time you start Outlook, in the When starting section, click Manually control connection state, and then click the Choose the connection type when starting check box.
10	To save the new settings, in the Microsoft Exchange Server dialog box, click OK.
11	To finish saving your connection settings, in the E-mail Accounts Wizard, click Next, and then on the final page of the Wizard, click Finish.
12	To select the folder you want to synchronize, in the Folder List, click the plus (+) sign to the left of New Project, and then click the Ski Weekends folder.
13	To synchronize the online New Project folder with its offline counterpart, click the Tools menu, point to Send/Receive, and then click This Folder (Microsoft Exchange Server).
14	To close Outlook, on the title bar, click the Close button.
15	To reopen Outlook and start working offline, on the Windows desktop, double-click the Microsoft Outlook icon, and in the message box, click Work Offline.
16	To view the contents of the New Project folder while working offline, in the Folder List, click the plus (+) sign to the left of New Project, and then click the Ski Weekends folder.

Synchronizing Folders

1	To begin creating a group of folders to be synchronized together, click the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.
2	To add a new Send/Receive group, in the Send/Receive Groups dialog box, click New.
3	To give a new name to the group, in the Send/Receive Group Name dialog box, in the Send/Receive Group Name box, type Offline, and then click OK.
4	To allow folders from your Microsoft Exchange Server account to be included in this group, in the Send/Receive Settings – Offline dialog box, click the Include account in this send/receive group check box to insert a check mark.
5	To select which folders from the selected account to include, in the Check folders to include in send/receive list, click the plus (+) sign to the left of the New Project folder, and then click the Ski Weekends check box to insert a check mark.
6	To finish creating the new Offline group, in the Send/Receive Settings – Offline dialog box, click OK.
7	To have the Offline group synchronize automatically every time you exit Outlook, in the Send/Receive Groups dialog box, in the Setting for group “Offline” section, under When Outlook is Online, click the Perform an automatic send/receive when exiting check box to insert a check mark.
8	To accept your changes to the synchronization settings, in the Send/Receive Groups dialog box, click Close.
9	To begin configuring the Offline group so that it automatically synchronizes at regular intervals, click the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.
10	To select which group to configure, in the Send/Receive Groups dialog box, in the Group Name list, click Offline.
11	To schedule automatic synchronization of the selected group, in the Setting for group “Offline” section, under When Outlook is Online, click the Schedule an automatic send/receive every check box.
12	To synchronize the Offline group every 15 minutes, under When Outlook is Online, double-click in the box to the right of Schedule an automatic send/receive every, and type 15.
13	To save your changes to the synchronization settings, in the Send/Receive Groups dialog box, click Close.
14	To close Outlook (whereupon the Offline group will automatically be synchronized), click the File menu, and then click Exit.
15	To open Outlook and work offline, on the Windows desktop, double-click the Microsoft Outlook icon, and in the message box prompting you to connect or work offline, click Work Offline.
16	To view the offline contents of the Ski Weekends folder, in the Folder List, in the New Project folder, click Ski Weekends.
17	To delete the Project Initiation message from Chris Hill, on the Standard toolbar, click the Delete button.
18	To close Outlook once again, on the title bar, click the Close button.
19	To reopen Outlook and connect to the server, on the Windows desktop, double-click the Microsoft Outlook icon, and in the message box prompting you to connect or work offline, click Connect.
20	To view the online contents of the Ski Weekends folder, in the Folder List, in the New Project folder, click Ski Weekends.
21	To manually synchronize the offline and online versions of the New Project folder so that the Project Initiation message is deleted from both, click the Tools menu, point to Send/Receive, and then click Offline.