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Accessing Outlook while on the road.

Posted on 2006-05-04
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Last Modified: 2012-06-27
I have an employee that travels about 50% of the time and would like to access his email account (in Outlook 2003) while on the road. The emails need to stay on the Exchange server 2003 and he only wants one account.  So downloading emails to a .pst folder is not an option.  I have enabled cache mode so that he can see all his emails the last time he was in the office.

How do I set it up so that he can send and receive while connected outside the office.  Part of the deal is for him to open his laptop while on an airplane, compose messages, and then when he gets to the hotel or office and he connects to the internet his emails will be sent.

We use OWA but we are looking above and beyond this.
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Question by:johncb3
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Sembee earned 500 total points
ID: 16610115
If the Exchange server is Windows 2003 Server, in a mixed Windows 2003 domain (at least) and the workstation is Windows XP SP2 with Outlook 2003, then you are looking at RPC over HTTPS.

If you can't meet those requirements, then it is a choice of

VPN
IMAP
POP3

VPN and RPC over HTTPS will work fine with cached mode in Outlook 2003, all he needs to do is connect to the Internet. RPC over HTTPS needs JUST the internet connection, VPN requires a connection that supports a VPN (not all do).

Simon.
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Expert Comment

by:master_windu
ID: 16611368

      If you use Outlook on your own computer, you can configure Outlook to store a local copy of your mailbox on that computer. This local copy gives you the ability to work with your mailbox when you are not connected to the Internet. Outlook keeps the server and local copies of your mailbox synchronized based on the settings you provide.
Please note that if you connect infrequently, your mailboxes will require a longer time to synchronize when you do reconnect. Synchronize daily if possible, especially if you receive a high volume of mail. Synchronizing on the network is fast, but doing so over a modem can be quite slow, especially the first time you synchronize.
Make sure that you have already configured Outlook for your account before you setup offline folders. If you have not done this already, configure Outlook first.
Steps to Configure Outlook
1.      Click the Start button in the lower left corner of your screen.
2.      Depending on your operating system, either select Control Panel or select Settings and then Control Panel.
3.      Double-click on the Mail icon.
4.      Select "View or change existing e-mail accounts" and click Next.
5.      Select Microsoft Exchange Server in the list and click the Change button.
6.      Click More Settings.
7.      If you are prompted to logon, enter your username, password and domain.
8.      Click the Advanced tab.
9.      Click Offline Folder Settings.
10.      The default location for outlook.ost is in your user profile. If you are the only user of the machine, we recommend you place your ost file outside of your profile. Use browse to find a location for your ost file and name the file outlook.ost.
11.      Click OK. You will be prompted to create an outlook.ost file if one is not found.
12.      Click OK, then Next, then Finish, then Close.
13.      Start Outlook.
14.      Go to the Tools menu and select Send/Receive Settings.
15.      Select Define Send/Receive Groups.
16.      Click Edit.
17.      Place a check mark next to any folders you want to be included when you synchronize your mailbox with your local copy. Selecting a folder does NOT select any subfolders. You have to select each folder individually. If you add folders at a later date, you will need to modify your Send/Receive Settings before it will be synchronized.
18.      Click OK, then click Close.
19.      You're done! Click the F9 button whenever you want to synchronize your folders.

--------------------------------
The above is for outlook 2002 perhaps you can do something similar in 2003.
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VPN is the way to go.  Give him a wireless broadband access card for his notebook (plans are available for 59.99/mo unlimited from verizon and others).

He connects to internet with the card then fires up the vpn client to send/recieve email in real time (assuming his travels are within US).

If he cannot use his card on the plane I guess that is where setting up outlook in offline mode comes in.

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Author Comment

by:johncb3
ID: 16613932
I'm going to give RPC over Https a try first.  I think that was recommended to me in the past.

The whole offline folders thing is done with the "cached" feature in Outlook 2003 so I don't have to worry about synchronizing offline files.  If RPC doesn't work I think VPN will be my option.
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Author Comment

by:johncb3
ID: 16617971
RPC over Http works great.  It took alot of digging on the Microsoft site to find the appropriate steps but I did find it.   Microsoft KB 833401 article.  Thanks for all the help
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