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Sun Java System Connector for Microsoft Outlook 7 2005Q1 User's Guide 

Chapter 5
Working with Email Folders

This section describes how to work with email folders and provides some tips on features that are specific to Sun Java System Connector for Microsoft Outlook.

The following topics are discussed in this section:

Accessing Your Inbox

You can access your email inbox on the Sun Java System Messaging Server using one of the following methods:

Shared Folders

To subscribe to a shared folder:

  1. In the Folder List, right-click Shared Folders and select Properties.

    2. The Shared Folders Properties dialog appears.

  2. Select the Subscribe tab.
  3. Click Subscribe...
  4. In the Add Shared Folders dialog:
    • If you know the owner’s userID of the folder to which you wish to subscribe, enter that userID and click Query.
    • If you do not know the owner’s userID, enter * or nothing to list all available shared folders and click Query.

      • The folders that are available to be shared and are not already subscribed by you are listed. Select one or more folders in the list and click Add to subscribe.

  5. Click OK and the subscribed folders appear in the Shared Folders list in the Shared Folders Properties dialog.
  6. Click OK in the Shared Folders Properties dialog and the subscribed folders appear as a subfolder of your Shared Folders.

To unsubscribe from a shared folder:

  1. In the Folder List, right-click Shared Folders and select Properties.

    2. The Shared Folders Properties dialog appears.

  2. Select the Subscribe tab.

    3. A list of subscribed folders appears in the Shared Folders list.

  3. Select the folder from which you wish to unsubscribe and click Unsubscribe.

    4. A dialog appears asking you if you want to unsubscribe to that particular folder. Click Yes to unsubscribe or No to cancel.

  4. Click OK and your Shared Folders are updated to remove that folder.

    Note

    You cannot change the permission rights of a shared folder—only the folder owner can change permissions. You can only view the permissions granted to you.

Delegating Access to a Mail Folder

You can grant access to or share one of your mail folders to other users. To share one of your mail folders:

  1. Right-click the folder you wish to share and select Properties.

    2. The properties dialog for that folder appears.

  2. Select the Permissions tab.
  3. Enter the userID of the person to which you want to share this folder, or select anyone (to grant access to all users) and click Add.

    4. The specified userID (or anyone) appears in the list below the User Name field.

  4. Select the userID (or anyone) from the list and choose the permission rights you wish to grant.

    5. The available permission rights are:

    • Read only
    • Read and write
    • Read, write, and manage
    • None
  5. Click Apply to apply changes or OK to apply changes and exit the dialog.

Working Offline

You can choose to work offline with your Sun Java System Connector for Microsoft Outlook folders.

Setting the Offline and Online Mode

To work offline:

  1. In the File menu select Work Offline (Sun Java System Connector).

    2. The Work Offline dialog appears.

  2. Click Yes to download messages before going to offline mode. You can set the size limit of the downloaded. See Configuring Mail Properties for instructions on setting these properties.

    3. Only the messages in folders selected for offline use will be downloaded. See Selecting a Folder for Offline Use for instructions.

    Click No if you do not wish to download any messages.

    A check appears next to this menu item.

Once you are in offline mode, Connector for Microsoft Outlook disconnects from the server, and all subsequent operations (for example composing, deleting, and moving messages) will occur on your local machine until you switch back to online mode.

To return to online mode, in the File menu select Work Offline (Sun Java System Connector). The check disappears from this menu item.

Selecting a Folder for Offline Use

You can specify a folder to download for offline use. To select a specific folder:

  1. Right-click on the folder you want to download and select Properties.

    2. The Properties dialog for that folder is displayed.

  2. Select the Advanced tab.
  3. Enable the box next to Select this folder for offline use.
  4. Click OK or Apply.

Changing the Folder Class

You can use Outlook’s New->Folder menu option to create a folder that contains calendar, contact, journal, note, task, or mail items. These items in any newly created folder are stored on the mail server.

Note

The items in the default Journal and Notes folders are stored on the mail server. The items in the default Calendar, Tasks, and Contacts folders are stored in the calendar server (Calendar and Tasks) and address book server (Contacts). Any subfolder under these default Calendar, Tasks, and Contacts are locally stored.

This feature allows you to create a new Contacts folder that is stored on the mail server, for example, and share it with another user. However, if another user has created a new shared Contacts folder and you subscribe to it, or if you log onto Outlook using a different machine, all folders stored on the mail server are assumed to be mail folders unless you change the folder class to correct this.

To change the folder class:

  1. Right-click on the folder you want to change and select Properties.

    2. The Properties dialog for that folder is displayed.

  2. Select the Advanced tab.
  3. Enable the box next to Change this folder to contain.
  4. Select which class of folder you want from the pull-down list.
  5. Click OK or Apply.


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Part No: 819-0030-10.   Copyright 2005 Sun Microsystems, Inc. All rights reserved.