Offline Access and Synchronization

Offline Access and Synchronizations is a way to work with your mail when you are away from the UNH Network. This places a copy of all your mail on your Hard Drive so that you can work with it and not be connected. Any changes you make, or emails you write, will be sent the next time you connect to the network and synchronize with the server.

First, within Outlook, click on the Tools menu and click E-mail Accounts… A window similar to the one below will appear. Select View or change existing e-mail accounts and click Next.

When the window shown below appears, select Microsoft Exchange Server by single-clicking on it. Click on the Change... button.

At this window click More Settings...

Click on the Advanced tab. Click on the Offline Folder File Settings... button.

Outlook stores offline folder information in .ost files. By default it is called outlook.ost. You can keep the default name and file location or change both. Click OK. If you decide a different name and/or location of the offline folder information, Outlook will ask if you want to create this new file. Click Yes. Click OK, Next, and Finish until you return to the Outlook main screen.

Back at the main window, click Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups...

At this window, make sure All Accounts is selected and click Edit...

Check The Calendar, Contacts, Deleted Items, Inbox, Outbox, and any other folders you want to synchronize. Make sure "Make folder home pages available offline" and "Download offline address book" are checked. Click on the Address Book Settings button.

At this window, select the radio button next to Full Details. Click OK. Click OK, OK, and Close to return to the main window.

If there are public folders/calendars that you work with, those too can be downloaded to an offline folder and synchronized by creating a public folder shortcut to the Public Folder Favorites folder. 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 Favorites (you may need to expand the listing). Whatever changes you make to the folder in your Favorites, will automatically be made on the actual public folder. Back at the main window, click Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups... then with All Accounts selected, click Edit... Now make sure that the public folder under your favorites is selected. Click OK, and Close.

To Complete the process, click Tools, Send/Receive, Send and Receive All. This will synchronize all of your folders so that there is a copy on your Hard Drive. Depending on the size of your mailbox, this may take a while. Once this process is completed, you will be able to work with your mail without being connected to the UNH network.