MS Outlook Add-in settings
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CodeTwo Public Folders consists of two modules: the Syncing Master and the Outlook Add-in. The Syncing Master handles communication
and data synchronization between the Outlook Add-ins and it should be installed on one of the computers in the local network.
The Outlook Add-ins should be installed on the computers in the local network that will be used for public folders in Microsoft Outlook.
If you want to use public folders in Outlook on a computer hosting CodeTwo Public Folders Syncing Master, you also need to install
the Outlook Add-in of the program on that computer.
Read installation walkthrough
A detailed description of the Add-in settings is presented below:
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Outlook Add-in settings
If you want to check or change the current Outlook Add-in settings, choose Public Folders, Options from the Outlook menu and the settings dialog box will be displayed.
Syncing Master tab
The Syncing Master tab (Fig.4) informs you whether what you are using is the demo or your own Syncing Master. If Connect to the Syncing Master hosted on CodeTwo Internet Demo Server option is checked, your Outlook will display the public folders and their contents from our internet demo server. Please note that the demo server should be used for testing purposes only, as the data will be visible to everyone over the internet. Read more about using the internet demo server.
If you have already installed the Syncing Master of CodeTwo Public Folders, check the Connect to your Syncing Master option, provide its name (or IP) and you will be able to use it on a day-to-day basis and keep important and confidential data. To find the computer in the network, you can also use the Browse button. If you have set a non-default TCP port number on the Syncing Master, click the TCP port button to provide its new number.
To check the connection with the Syncing Master, use the Test button.
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| Fig.4. Outlook Add-in settings - the Syncing Master tab. |
Log files tab
The Log files tab (Fig.5) includes the Location field. It shows the path to the log files (text files containing some diagnostic information). The Logging level should be set to Standard. It should be set to Detailed only if data synchronization errors occur. Click Send to send the logging files to technical support.
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| Fig.5. Outlook Add-in settings - the Log files tab. |
Other tab
In the Other tab (Fig.6) the Automatically display the synchronization window option lets you decide whether the data synchronization status dialog should by displayed while synchronizing data in the shared folders. The window is automatically shown during the initial synchronization when you're running Outlook for the first time after the installation of CodeTwo Public Folders.
Synchronize read / unread status of messages makes the Syncing Master synchronize information whether a message has been read by any user in public folders. See how to activate the synchronization of read/unread status of messages.
By selecting the Compress data prior to sending to the Syncing Master option you decide whether the data send from the Outlook Add-in to the Syncing Master undergoes compression. Compression will improve the speed of synchronization between the Outlook Add-in and the Syncing Master.
The Move the items I remove to the Deleted Items folder option specifies whether items removed by a user of the Outlook Add-in will be moved to the Deleted Items folder in his or her C2PublicFolders tree. Checking this option will allow the user to restore all accidentally removed data.
Even if the option described above remains inactive, all deleted data can be easily retrieved in the Restoring items tab in the Administration panel.
The Local data file field shows the path to the PST file, where the local copy of the shared folders data is stored. The advantage of a local copy is that the program will synchronize only the data, changed while the Outlook Add-in was not connected to the Syncing Master. This makes synchronization much faster and more effective. The local copy makes it possible to work in the offline mode when there's no connection to the Syncing Master.
The Logged user field shows the username of the currently logged-in Windows user. That name is used by the administration application of CodeTwo Public Folders to manage access rights for users to the public folders and shared personal folders.
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| Fig.6. Outlook Add-in settings - Other tab. |
Adding public folders to the Outlook profile
Once the CodeTwo Public Folders Outlook Add-in is installed, the default Outlook profile of the user displays a new C2PublicFolders tree, in which users can create public folders (Fig.7). To display the C2PublicFolders list, click Show All Public Folders on the CodeTwo Public Folders toolbar. Alternatively, to display the list of folders in Outlook 2000/XP, choose View | Folder List from the main menu. In Outlook 2003/2007/2010 choose Go | Folder List or press Ctrl+6:
When the software is installed, start Microsoft Outlook using another profile; the software will display the dialog box asking you whether you want to add public folders to that profile:
If you click No and don't ask me again, the public folders will not be added to the profile and the dialog box won't pop-up anymore. If you want to add public folders to the profile later, follow the tips below:
Outlook 98/2000
Outlook XP/2003/2007/2010
Removing public folders from the Outlook profile
If you want to remove public folders from the current Outlook profile, click the right mouse button on the C2PublicFolders folder and select Close the folder: C2PublicFolders command from the popup menu.
Once the CodeTwo Public Folders Outlook Add-in is installed, the default Outlook profile of the user displays a new C2PublicFolders tree, in which users can create public folders (Fig.7). To display the C2PublicFolders list, click Show All Public Folders on the CodeTwo Public Folders toolbar. Alternatively, to display the list of folders in Outlook 2000/XP, choose View | Folder List from the main menu. In Outlook 2003/2007/2010 choose Go | Folder List or press Ctrl+6:
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| Fig.7. Public Folders on the Folder List in Outlook |
When the software is installed, start Microsoft Outlook using another profile; the software will display the dialog box asking you whether you want to add public folders to that profile:
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| Fig.8. A dialog box asking you whether you want to add public folders to a non-default profile. |
If you click No and don't ask me again, the public folders will not be added to the profile and the dialog box won't pop-up anymore. If you want to add public folders to the profile later, follow the tips below:
Outlook 98/2000
| 1. | Start Outlook using the profile in which you wish to add public folders. |
| 2. | Choose Tools | Services from the Outlook main menu. |
| 3. | In the Services dialog box click Add. |
| 4. | In the Adding a service to the profile dialog box select the C2PublicFolders service and click OK. |
| 5. | The above-described configuration dialog box of the CodeTwo Public Folders will display. If the name of the computer hosting the Syncing Master is correct, click OK. |
| 6. | Click OK to close the Services dialog box. |
Outlook XP/2003/2007/2010
| 1. | Start Outlook using the profile in which you wish to add public folders. |
| 2. |
In the Outlook main menu choose File | New | Outlook Data File.
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In the Outlook main menu choose Tools | Options | Mail Setup, click
Data Files and then Add.
or
On the Outlook 2010 ribbon click New items, More items, Outlook data file.
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| 3. | In the Outlook Data Files dialog box select the C2PublicFolders service and click OK. |
| 4. | The above-described configuration dialog box of the CodeTwo Public Folders will appear. If the name of the computer hosting the Syncing Master is correct, click OK. |
| 5. | Click Close and then OK. |
| How to create a new public folder (Outlook 2003/2007/2010) ? |
| How to create a new public folder (Outlook 98/2000/XP) ? |
Removing public folders from the Outlook profile
If you want to remove public folders from the current Outlook profile, click the right mouse button on the C2PublicFolders folder and select Close the folder: C2PublicFolders command from the popup menu.