M ICROSOFT O UTLOOK 2011
S YNC ACCOUNTS AND B ACKUP
Sync Exchange and IMAP accounts ... 3
Sync basics ... 3
Sync Outlook with iCal and Apple Mail on Mac ... 3
Set schedule to synchronize e-mail folders ... 5
Troubleshoot ... 8
Sync manually ... 8
Modify synced item properties ... 8
Back Up ... 10
Back up by using Time Machine ... 10
Turn on Time Machine to automatically archive Outlook items ... 11
Stop automatically archiving Outlook items ... 12
Back up by creating a data file ... 14
Back up individual data components ... 16
The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com
Sync Exchange and IMAP accounts
Sync basics
You can sync your Outlook data with mobile devices and with other applications. Outlook also syncs regularly with Exchange accounts and e-mail accounts. The descriptions below provide details about how Outlook syncs information.
Sync Outlook with iCal and Apple Mail on Mac
From the Ribbon, go to Tool tab click Sync Services
In the Sync Services dialog, do the following:
In the left pane, select the check box for the item (such as Calendar, Contacts, Tasks or Notes) that you want to sync
Under Select the accounts to sync section, choose the account or accounts that you want to sync the selected item to
NOTE The On My Computer account includes all Outlook items that are not synchronized with a Microsoft Exchange account
On the Outlook folder to add new items to pop-up menu, choose the location in Outlook where you want new items to be saved.
"New" items are those that are added first in a different application or device, and then synced to Outlook
Repeat above steps for any other item types that you want to sync
NOTE For each item type that you want to sync, you must select the accounts and the Outlook folder to add new items to
Close the Sync Services dialog box,
Depending on the size of your calendar, the sync might take some time to complete. You can close Outlook and the sync will still complete. For example, it will take time if you have a calendar that spans more than a year
Set schedule to synchronize e-mail folders
You can create schedules for your e-mail accounts that specify which e-mail folders to synchronize and when to synchronize them. You can also edit the built-in synchronization schedules in Outlook.
On the Navigation Pane, select the email account
From the Ribbon, go to Tools tab click Schedules choose Edit Schedules
Do one of the following:
To create a new schedule, do the following:
Click Add button
In the Name box, type a name for the schedule
To edit an existing schedule, double click the schedule name
Under When, on the pop-up menu, choose the schedule occurrence that you want. And then, if applicable, choose the occurrence options that you want.
For example:
Timed Schedule every Thursday at 5:00
At Startup
NOTE Not all the occurrence schedules have options, and for other schedules, the options vary.
If you choose Manually, On Startup, or On Quit, there are no options. If you
choose Timed Schedule, Repeating Schedule, or Recurring, each has its own options.
Under Action, on the pop-up menu on the left, click the action that you want the schedule to perform.
Depending on which action you choose you will be prompted to give more information
For example:
If you choose Receive Mail, you will be asked from what account
.
If you choose Delete Items you will be asked from what folder to delete the items that are older than a certain number of days
Click OK.
The schedule that you created appears in the Schedules dialog box. If you do not want the schedule to run, you can clear the check box under Enabled.
NOTE You cannot select the folders to synchronize for a POP account or a Microsoft
Exchange account
Troubleshoot
If you think that your Outlook account may not be receiving all the current data from your Exchange or IMAP account, do one of the following:
Sync manually
Select the Outlook items you want to manually sync
From the Ribbon, go to the Organize tab click on Sync button to sync your latest items from online to the server
Modify synced item properties
If the manual sync did not solve the problems, you may have to modify the properties for the account that is not receiving the current data
Select the Outlook e-mail account you want to modify the properties for
From the Ribbon, go to Organize tab click on the Properties button
In the Folder Properties dialog box, do the following:
Under General tab, you have the option to empty the cache, however consider the below information first, then click Empty button if desired
Emptying the cache will replace all the contents on your Outlook with the contents from your server and reinitialize it.
Any items created in your Outlook since the last time it pulled down from Exchange or IMAP will be lost.
Under Storage tab, you will see a list of all your e-mail folders, and their sizes so that you can know which folders you might need to delete items from (If you are having trouble with storage amounts)
Back Up
To make sure that you do not lose all of your information in Outlook, it is a good idea to regularly back up you Outlook account
Back up by using Time Machine
Time Machine is an application included with Mac OS X that backs up your computer. If you turn on Time Machine, it automatically makes copies of every file on your computer on a regular basis. If any file gets damaged or lost, you can use Time Machine to browse through the backups and recover the copy of the file
Turn on Time Machine to automatically archive Outlook items
Since Outlook for Mac stores each item as an individual file, you can use Time Machine to back up your Outlook data
On the Dock, click Application folder choose Time Machine
Select Set Up Time Machine
In the Time Machine dialog box, do the following:
Click Select Disk…
Select the location where you want to back up your files
Click Use for Backup.
Your files will now back up daily.
The files for Outlook are located in Documents folder Microsoft User Data folder Office 2011 Identities folder
Do not try to manage your content through these folders, as the information will most likely become corrupted, only use these folders for backing up data using a backup program NOTE The first time that you open Outlook after restoring a Time Machine backup, Outlook
rebuilds its database to accommodate the restored items. If you have a very large database, rebuilding the database might take a long time.
Stop automatically archiving Outlook items
On the Apple menu, click System Preferences.
Click Time Machine, and then click Options.
Click the + button below the Exclude these items from backups: box
Select the /Users/username/Documents/Microsoft User Data/Office 2011 Identities/ folder.
Back up by creating a data file
You can back up your entire Outlook program by exporting it as a data file with a .olm extension, which can serve as a backup or as a way to transfer your entire Outlook to another computer
From the Ribbon, go to the Tools tab click on Export button
In the Export dialog box, do the following:
Select Outlook for Mac Data File (.olm) option
Choose one of the following options:
Items that are in the category option click the drop down menu to select a specific category to export
Items of the following types option select check boxes for type of items you wish to export
NOTE If you are using Outllook with an Exchange Server, contacts from the directory, items in public folders, your account settings, or your preferences, will not be exported
Click the right arrow
Make sure to select No, do not delete items option unless your are completely sure you want to delete all your items from Outlook click the right arrow
In the Save dialog box, choose a location to save the file click Save button
Outlook will begin to export your data, depending on how much data you have, this could take a while
When Outlook has finished exporting the data, click Done
Back up individual data components
If you have specific e-mails or contacts that you wish to save, you can archive it by simply clicking on it and dragging it onto the desktop.
This will save the file on your computer as an easily accessible file extension
