Setting up Exchange Server folders (.ost) to replicate in Outlook file (.pst) with syncing between tablet & laptop

In an effort to streamline my email management I am currently looking at purchasing a Microsoft Surface Pro tablet to increase my email efficiency from not just responding but also filing of emails.

Today we are using Microsoft Exchange (.ost) connected to Microsoft 2010 on Windows 7 and I keep almost no emails on the .ost file as I will respond to them (in my Inbox) and then immediately file them into my Personal Folders (.pst) on my laptop.  I also have a very detailed folder structure in my .pst and keep emails there for at least 1 year in order to pull older correspondence to be used (if needed) in current correspondence.  I know that I can manually copy my .pst folder structure and manually apply that to my .ost file so I have an exact structure match.  However I am looking to see if I can do the below:

- I want to purchase a Microsoft Surface Pro tablet in order to more easily answer emails while traveling using an LTE connection, but then file the responded to email into the appropriate .ost file folder.

- If I create a folder in the .ost to file new emails can the same folder be created automatically in the .pst file in order to keep that exact structure match.  The thinking is that I would create the new .ost folder on my tablet so that when I connect my laptop next time the same folder is automatically created in the .pst file on the laptop.

- Setup an Archive function where after 1 day all emails filed in the .ost folders will migrate to the exact .pst folders on the laptop as soon as I connect my laptop again to our VPN secure network.

This would keep the size of my Exchange Server small (as emails will move to the .pst after 1 day) while keeping my Inbox clean by filing the emails away after I have responded to them and doing so in a "mobile" environment without having to connect my laptop to a WiFi network and connecting to our VPN network.  All the while not losing my very structured folder setup that I have today for organizing my emails.
demo1224Asked:
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rindiCommented:
I fail to see the logic behind keeping your exchange mailbox so small. One of the advantages of having a mail server is that your data (mails etc) are centrally stored and hosted on the server and get backed up. Besides that, as they are centrally stored, you can access them from any device or PC that can connect to exchange, making you independent on what device you are using to access your mailbox.

The OST file itself has no function except being a cache of your exchange mailbox, so it really only is of value when you are mobile and don't always have a connection to the exchange server. It will rebuild automatically from your exchange server if you delete it for example. Of course that will take longer if the exchange mailbox is large, and during that time it will take up network resources, but once it is rebuilt things should be normal again.

What you are currently doing is "archiving" your emails into pst files, This effectively moves your centrally hosted mails to your local PC, so they won't be on the exchange server when it gets backed up, and they are only on your local pst file of your surface, which means you can't access them from anywhere else.

I'd only archive emails that are old and you probably don't need to access much, or which are unimportant, and then you should remember to make regular backups of your local archive pst files. Outlook has an archive function so you can automate that process (for example you can tell it to automatically archive emails that are older than a certain amount of days).

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demo1224Author Commented:
Rindi,
Thanks for your comments and completely understand your view but what I am challenged with is that our IT department gives very little server space to each user for their emails.  Thus in just the normal every week emails that I receive (which do contain a lot of attachments of decent file size); I have been needing to move any emails from the server to the .pst folders each week.  Thus I cannot not store more than 2 weeks of emails on the server without my mailbox being full and then not allowing any new emails to come in.

That is why my thinking is to setup the auto archive function from the .ost to the .pst on a daily basis; use a tablet to more efficiently answer and file emails within the .ost folders; but I want an automatic function that when I create a new folder in .ost; the same folder is created in .pst file so that the auto archive function can continue uninterrupted.
rindiCommented:
You can setup your auto archive for 7 days for example. It'll do that at least daily, so anything that's older than 7 days gets moved to your archive.pst. 7 days should at least make sure your mails get backed up properly. Things like spam you don't even need to archive, just empty your spam folder regularly. My experience is that spam usually has lots of attachments and uses up lots of space, so controlling that is much more important.

I'd also talk to your Bosses. In my point of view, although too large mailboxes make no sense either, they also shouldn't be too small. Email is a central part of any business, and you need to be able to have a record of your correspondences on the server available. If your mailboxes are too small, you might as well not host an exchange server nor bother with it's administration. If you host a collaboration server like exchange, then do it properly and give the users enough space so it can do what it is supposed to do.
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