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 chapter:

• Accessing Your Inbox

• Sharing Your Mail Folders

• Subscribing to a Shared Mail Folder

• Unsubscribing from a Shared Mail Folder

• Working Offline

• Changing the Folder Class

• Synchronizing Folders

• Setting Up an Out of Office Message

• Setting Up Mail Filters

Accessing Your Inbox

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

• Select the Inbox subfolder under Folders - your name.

• In the Outlook Today view, select Inbox under the Messages category.

• Select Inbox under the Outlook Shortcuts view.

Sharing Your Mail Folders

You can grant access to or share one of your mail folders to other users. The user may then subscribe to that shared folder.

To Share One of Your Mail Folders

Steps

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

   The properties dialog for that folder appears.

2. Select the Permissions tab.

3. Within the Permissions tab:

   • If you know the userID of the person to which you want to share this folder, enter the userID and click Add. The specified userID appears in the list below.

   • If you do not know the userID, click Search to search your address book directory.

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

   The available permission rights are:

   • Read only

   • Read and write

   • Read, write, and manage

   • None

   You must select at least read only in order to share a folder with another user.

5. If you wish messages to be sent directly to this folder, enable the “Enable direct delivery of email to this folder” checkbox. This enables the ability to send email directly to this folder using the following syntax:

   user part of email address + folder name @ domain part of email address

   For example, if the checkbox is enabled in John Smith's engineering folder, anybody will be able to send a message to John using the address john.smith+engineering@sesta.com. This message is delivered directly in the engineering folder. If the checkbox is not enabled, a message sent to such an address is delivered to John Smith's Inbox.

6. Click Apply to apply changes or OK to apply changes and exit the dialog.

Subscribing to a Shared Mail Folder

To Subscribe to a Shared Mail Folder

Steps

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

   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, click Search to search your address book directory for available folders.

   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.

Unsubscribing from a Shared Mail Folder

To Unsubscribe from a Shared Mail Folder

Steps

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

   The Shared Folders Properties dialog appears.

2. Select the Subscribe tab.

   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. 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.

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

Steps

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

   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.

   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.

Next Steps

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

Step

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 Folder for Offline User

Steps

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

   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.

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

Steps

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

   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.

Synchronizing Folders

You can synchronize a single mail folder or all folders (including mail, calendar, tasks, and contacts). Synchronizing updates the local data from the server. This deletes all local items. All mail attachments and embedded data objects will also be removed.

To Synchronize a Single Mail Folder

Steps

1. From the folders list, right-click on a mail folder.

   The folder properties window is displayed.

2. In the folder properties window, select the Advanced tab.

3. Click “Empty and resync.”

   A dialog appears indicating that the folder is synchronizing. The dialog disappears when complete.

4. Click OK to close the folder properties window.

Synchronizing All Folders

To synchronize all folders, including mail, calendar, tasks, and contacts, see Configuring Store and Logging Properties.

Setting Up an Out of Office Message

You may wish to set up an out of office message to be sent as a reply to senders in your absence.

To Set Up Your Out of Office Message

Step

Select Tools->Out of Office Message.

A browser opens to the “Options — Mail Vacation Message” page of Sun Java System Communications Express. You can set up your out of office message from this page.

Setting Up Mail Filters

You may wish to apply filters to your mail folders.

To Apply Filters to Mail Folders

Step

Select Tools->Mail Filter.

A browser opens to the “Options — Mail Filters” page of Sun Java System Communications Express. You can set up mail filters from this page.