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Exchange Mail Locations

By ehoffman ·
haven't worked with this situation before: client had setup outlook on all the machines..and configured I guess that all email goes local...thus when they login via OWA, they don't see their mailboxes as they should. Can someone either shed some light on the switch oor point to a resource...I can't remeber this issue anymore.

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Exchange Mail Locations

by timwalsh In reply to Exchange Mail Locations

OWA can only access client mailboxes on the Exchange server.

If Outlook has been configured to save mail to local .pst files, the only way clients will see anything through OWA is if mail has not been downloaded yet through Outlook.

Once users access their mailboxes through Outlook, all their mail is downloaded from the Exchange mailbox to the local .pst file unless Outlook is also configured to save leave a copy of mail on the server.

There is a further complication. If Outlook is configured as an Exchange client, there is no option to leave a copy of mail on the server. This option is ONLY available if Outlook is configured as an Internet email client.

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Exchange Mail Locations

by ehoffman In reply to Exchange Mail Locations

follow up for the points..so these outlook have to be configure as mail clients, with delivery of that mailbox pointed to "private mailbox" or something in that dropdown when configuring email accounts?? that will leave on server...and this is a good idea for mobile folks, no?

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Exchange Mail Locations

by deep_net In reply to Exchange Mail Locations

This means that all the mails are getting downloaded to Personal folders.U can configure
the outlook "Deliver new mail to the following location" to the Exchange mail box.

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Exchange Mail Locations

by ehoffman In reply to Exchange Mail Locations

follow up for the points..so these outlook have to be configure as mail clients, with delivery of that mailbox pointed to "private mailbox" or something in that dropdown when configuring email accounts?? that will leave on server...and this is a good idea for mobile folks, no?

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Exchange Mail Locations

by LordInfidel In reply to Exchange Mail Locations

Tim basically had it correct.

The way this works is, when you set up outlook, you set it up in corporate mode. Not internet mail mode.

If it is in internet mail mode (you will know this by the lack of tools/services option) You can reconfigure outlook by going to tools/options/internet accounts/reconfigure e-mail. You will need to close out of outlook then restart it. Then follow the directions. Then connect to the exchange server.

There is an option in the tools/services/delivery of where new mail should be delivered. You want this to be set to the exchange mailbox, not the pst.

Once that is done, you will need to import your mail from the .pst file. Once it is imported, get rid of their .pst. It should not play a factor here.

For mobile users, they will be using what is called .ost files. They connect normally when on the lan to their mailbox. But when they are mobile, they can choose, "work offline" and it will open their last synch'd ost file.

To do this, right click on the outlook mail icon on the desktop/propeties. Click on exchange/properties/ (I am going by memory right now, since I am @home)

You want to select manually choose connection state (or prompt for connection)

In the advanced tab, you want to select, use offline folders. It will prompt you for a location to store the .ost

Once you do that, open up outlook. But you are not done. By default, there are several areas marked for synch (inbox, deleted items, tasks, sent items) If there are any other folders that you want to be made avail off-line. You need to go to tools/synchronization/settings

There you choose what folders are to made available offline. TIP the more folders you choose, the larger your ost fileand the longer it takes to synch, will be **** for dial-up users.

There are also settings to configure the synch schedule. I usually set mine to once an hour.

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Exchange Mail Locations

by ehoffman In reply to Exchange Mail Locations

Poster rated this answer

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Exchange Mail Locations

by timwalsh In reply to Exchange Mail Locations

Just want to make sure I understand your situation and ultimate goal:

You have a group of mobile users who sometimes connect to the Exchange server (using Outlook) from the office (over the LAN), and sometimes connect from the road using OWA (over the Internet). Users want to see the same mailbox (with saved email) from wherever they connect.

Working on the assumption that the above is essentially true, please take the following into consideration:

OWA

1. Outlook Web Access (OWA),despite the name, really has no connection with Outlook or Outlook Express, other than SOME of the look and feel.
2. OWA is, in reality, a web page that is connected directly to a user's Exchange mailbox.
3. OWA doesn't recognize, nor use, nor allow access, to either .pst files or .ost files.
4. OWA can only be used in conjunction with an Exchange server.

Outlook
1. As LordInfidel suggests, Outlook is normally configured 1 of 2 ways for a business computer:
a) Internet Email only - this is normally done when you are using email server software other than Exchange, or an ISP is hosting your email. The only choice for saving and storing email is by using personal folders files (.pst files). Once the email server is accessed by Outlook, all mail in the users mailbox is downloaded from the server to the user's .pst file. Saved email cannot be accessed from another location unless 1) the .pst file is on a laptop (which is always used to access email); 2) The Internet mail service is configured to leave mail on the email server; or 3) you configure .ost files as LordInfidel suggests. The Internet Email only configuration only allows connection to POP3 servers.
b) Corporate or Workgroup - This option allows you much greater leeway in configuring Outlook and allows you to make full use of an Exchange servers capabilities. By default, a user?s email is saved and stored in the user?s mailbox on the E

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Exchange Mail Locations

by timwalsh In reply to Exchange Mail Locations

Sorry, got cut off.

b) Corporate or Workgroup - This option allows you much greater leeway in configuring Outlook and allows you to make full use of an Exchange servers capabilities. By default, a user?s email is saved and stored in the user?s mailbox on the Exchange server. This allows the user to access ALL his email from wherever an email profile has been created for that user. It also allows the user to make use of OWA to access his email.

If your goals are as I stated above, you need to check a couple of things:
1. In Outlook, open the Tools menu. If you don?t see an option for Services, Outlook is configured in the Internet Email only mode. Follow LordInfidel?s instructions for changing to Corporate or Workgroup mode
2. If you do see a Services option, Outlook is already configured in Corporate or Workgroup mode, but it may not be configured properly to use Exchange.
3. Open the Services option and see if Microsoft Exchange Server is one of the installed services. If it is, it may be configured to use a .pst file for delivery of mail rather than using the Exchange mailbox for this purpose.
4. In the Services window, click the Delivery tab at the top. The location where mail is being delivered (as well as options) will be listed in the box labeled ?Deliver new mail to the following location:.? If you see ?Personal Folders,? the following is happening:
a) Incoming email is being placed in the user?s Exchange mailbox (while it is still there users can use OWA to access it, but they will only see new mail).
b) Once a user accesses that mailbox using Outlook, all mail is being downloaded to their .pst file, and is no longer viewable by OWA.
(continued)

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Exchange Mail Locations

by timwalsh In reply to Exchange Mail Locations

5. Change the location to ?Mailbox - <user name>?, which should be the other available option for delivery. Close and restart Outlook for this to take effect. The user will then need to move any saved mail form their Personal Folders, to the Exchange mailbox in order to be viewed by OWA.
6. If you only see Internet E-mail as one of the installed services, you will need to add Exchange. Click the Add button, choose Microsoft Exchange Server, and supply the appropriate information. Follow steps 4-5 to change the location for mail delivery. Delete the Internet E-mail service.

These steps will allow you to meet the goals stated above.

Hope this all makes sense.

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Exchange Mail Locations

by ehoffman In reply to Exchange Mail Locations

ONe followup and I will award you both...when their outlook is in corporate mode, can they still get internet mail from other accounts via pop3...I would assume so, as it would deliver locally to a pst. Email me if you can, I will close and give points.

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