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
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
-
Right-click the folder you wish to share and select Properties.
The properties dialog for that folder appears.
-
Select the Permissions tab.
-
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.
-
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.
-
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.
-
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
-
In the Folder List, right-click Shared Folders and select Properties.
The Shared Folders Properties dialog appears.
-
Select the Subscribe tab.
-
Click Subscribe.
-
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.
-
Click OK and the subscribed folders appear in the Shared Folders list
in the Shared Folders Properties dialog.
-
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
-
In the Folder List, right-click Shared Folders and select Properties.
The Shared Folders Properties dialog appears.
-
Select the Subscribe tab.
A list of subscribed folders appears
in the Shared Folders list.
-
Select the folder from which you wish to unsubscribe and click Unsubscribe.
-
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
-
In the File menu select Work Offline (Sun Java System Connector).
The Work Offline dialog appears.
-
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
-
Right-click on the folder you want to download and select Properties.
The Properties dialog for that folder is displayed.
-
Select the Advanced tab.
-
Enable the box next to “Select this folder for offline use.”
-
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
Steps
-
Right-click on the folder you want to change and select Properties.
The Properties dialog for that folder is displayed.
-
Select the Advanced tab.
-
Enable the box next to Change this folder to contain.
-
Select which class of folder you want from the pull-down list.
-
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
-
From the folders list, right-click on a mail folder.
The folder
properties window is displayed.
-
In the folder properties window, select the Advanced tab.
-
Click “Empty and resync.”
A dialog appears indicating
that the folder is synchronizing. The dialog disappears when complete.
-
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.
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