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Choosing what folders to Sync in Outlook 2003

Posted on 2011-03-09
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Last Modified: 2012-05-11
I have a user with a normal desktop as their primary machine with Outlook 2003 setup in cached mode.

This user now has an Apple MacBook "Air" running bootcamp and Windows 7.

I have Outlook setup on this machine (RPC over HTTPS) and that works fine.

The problem is the limited amount of disk space on the machine.  Is there a way to tell that copy of Outlook to only pull the inbox and other selected folders?  It would be nice to see the other folders "listed" but only pull headers and the entire email only when needed.

Thanks!

Ed

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Question by:iteched1
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by:TheGorby
ID: 35086600
You should be able to set the synchronization filter on the Synchronization tab of the properties of a specific folder. The option in my screen shot below is grayed out because I'm not using cached mdoe.
ss1.bmp
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by:iteched1
ID: 35087081
I saw that while poking around.  I'm guessing, however, that those settings are local - and may not be "set" until after the mailbox DB has been built....
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by:TheGorby
ID: 35087300
Isn't local what you asked for? When you said "tell that copy of Outlook" I figured that was what you meant. Either way, if the settings on my previous post can't do what you need you can more specifically define send/receive groups by going to Tools->Send/Receive->Send/Receive Settings->Define Send/Receive Groups. From there you can add or edit your synch groups, and within each synch group you can specify which folders to update.

For example, you ccould make one send/receive group that only updates the Inbox folder, and with full headers, info, etc. Then you can make another send/receive group that updates all folders except the Inbox, and only downloads headers.
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Author Comment

by:iteched1
ID: 35087358
Yes...but I think you missed my point....or I didn't make it clearly...

When I initially setup this machine I expect everything will copy down to it before I get the chance to setup the synchronization.  That is what I'm trying to avoid.

Am I making sense?

Cheers!
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Author Comment

by:iteched1
ID: 35087418
Also - I've already removed the mailbox and profile from the MacBook.

The idea is that I want to set him up with pre-defined syncronization folders on the MacBook only so that the entire mail database doesn't get copied.
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by:TheGorby
ID: 35087559
Ohhhhhhh I see now, you're looking to avoid even having that initial download of all items.

I can think of 1, maybe 2 ways to do that depending on... what version of Exchange you're running?
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Author Comment

by:iteched1
ID: 35087625
Yup that is it!

I'm still on 2003 "Enterprise".

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TheGorby earned 500 total points
ID: 35088011
You'll want to use the Office Resource Kit 2003 (http://www.microsoft.com/downloads/en/details.aspx?FamilyID=4bb7cb10-a6e5-4334-8925-3bcf308cfbaf).

Since you just have the one computer to modify, use the kit's Profile Wizard to create an Outlook profile that matches the settings you need. Then use the Custom Maintenance Wizard to apply that profile to the computer. I happened to find an article about this here: http://www.techrepublic.com/article/solutionbase-using-the-custom-maintenance-wizard-from-the-microsoft-office-2003-resource-kit/5278620

This way, you can essentially pre-configure the profile with the desired send/receive settings before ever even starting Outlook.
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by:iteched1
ID: 35088669
Sounds entertaining!  Thanks for the help.

Ed.
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