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You can use public folders to share files, messages, and other Outlook items. For example, you might place common documents such as policies, procedures, contracts, and databases in a public folder to allow coworkers to use them. 958
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Sharing Information with Others You have two main options for sharing files through public folders: using attachments or placing the files directly in the folder. The method you choose depends completely on how you want others to access the files and whether you want to attach a message to a particular file. For example, you might use an attachment when you need to include instructions or other information about using the file. When added information isn t necessary, simply place the file in the folder. To use an attachment, create a new post as you would without an attachment. With the form still open, click the paper clip icon on the toolbar, select the file to attach, and then click Post. To place a file directly in a public folder, open Outlook and then open the public folder in which you want to place the file. Locate the file in Microsoft Windows Explorer, and simply drag the file to the folder. Tip
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Send a file from an application You can send a document from an Office application to a public folder. Open the application and choose File, Send To, Exchange Folder. The application displays a Send To Exchange Folder dialog box where you select the folder in which you want to place the file. You must have Outlook configured as the default application for e-mail to allow the application to send the document to the folder.
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One of Outlook s strengths is that it gives you the ability to work offline. For example, you can work from home or use a portable computer while on the road, connecting to the server only when you need to synchronize folders. In addition to working with your Outlook fold ers offline, you can work with public folders offline. Outlook 2003 gives you two ways to cache public folders depending on whether you use Cached Exchange Mode or an offline store without Cached Exchange Mode. The following sections explain these options.
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By default, Outlook does not cache the contents of the public folders listed in your Favorites folder when you use Cached Exchange Mode to maintain a local copy of your Exchange Server mailbox. You can cache these folders if you want their contents to be available to you offline, but doing so could result in lots of replication traffic and a large cache file if the public folders contain lots of items. If you are sure that caching the folders will not result in a bloated cache file or excessive replication, follow these steps to configure Cached Exchange Mode to cache the contents of the public folders in your Favorites folder:
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1 Choose Tools, E-Mail Accounts, click Next, select the Exchange Server account, and
click Change.
2 Click More Settings, then click the Advanced tab.
Part 8: Collaboration and Mobility
38
Microsoft Office Outlook 2003 Inside Out
3 Select the Download Public Folder Favorites check box (see Figure 38-17), and then
click OK. Click OK when prompted that you must restart Outlook to make the change take effect, then click Next, Finish.
Part 8: Collaboration and Mobility
38
Figure 38-17. folder.
Configure Outlook to download public folders in your Favorites
4 Close and restart Outlook, which begins downloading the contents of your Favorites
public folders.
Synchronizing Public Folders with Send/Receive Groups
In versions of Outlook prior to Outlook 2002, you configured public folders for offline use by setting the properties for the folder. In Outlook 2002 and Outlook 2003, you can configure a folder for offline use by using the Send/Receive Groups dialog box (discussed shortly). You can have the folders synchronize each time you perform a send/receive operation through your primary send/receive group, or you can create a group specifically for synchronizing your public folders and synchronize them separately from your mailbox folders. Note Unless you have configured Outlook to use Cached Exchange Mode, you need to set up an offline store before you can use any Exchange Server folders offline. For details on configuring an offline store, see Working Offline with Outlook and Exchange Server, page 924. Follow these steps to set up a send/receive group to synchronize public folders:
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