Replicating Public Folder Contacts to a Personal Folder

Replicating public folder contacts to a contacts folder in personal folders makes it possible to access your contacts when you take your computer on the road.  This article will provide the steps to do this.  This article applies to Outlook 2000 operating in Corporate or Workgroup mode connecting to a Microsoft Exchange mail server.

  1. In Outlook, on the menu, select "Tools", then select "Services" on the drop down menu.  The below dialog box will appear:

  2. Select "Microsoft Exchange Server" then click the "Properties" button.
  3. Click the "Advanced" tab.  The below dialog box will appear"
  4. At the bottom of the dialog box is a check box labeled "Enable offline use".  Check this box, and click OK.  Click OK again to exit the previous dialog box.
  5. Close Outlook.  Some synchronization may take place when you exit Outlook.
  6. Re-open Outlook.
  7. If you need to create a contacts folder in personal folders do the following:
    1. Right click the "Personal Folders" folder.
    2. Select "New Folder".
    3. Enter a name for the folder such as "public contacts".  Select Folder Contains "Contact Items" and make sure under "Where to place the folder", "Personal Folders" is selected.
  8. Drag and drop the contacts folder in the Public Folders area that you want to replicate into the "Favorites" folder which is also in the Public Folders area.  It will make a shortcut to this folder.
  9. Right click the contacts folder under the "Favorites" folder that you just created and select "Properties".
  10. Click on the "Synchronization" tab.  The dialog box will appear as shown below:
  11. Under the title "This folder is available", select the radio button next to "When online or offline".   Click OK.

Now this folder will be synchronized when you exit Outlook and the contacts in this folder will be available even when you are not connected to your exchange server.

 

Author: Mark Allen