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MS Office Forum / Outlook / General MS Outlook Questions / May 2008Outlook w/ Exchange server - How to keep all PIM data local?
As I already mentioned in another post, we are using Outlook 2003 at work and my company is going move us to an Exchange 2007 server soon (until now, we didn't have Exchange). However, I do not want to store my PIM data (calendar, tasks, contacts, notes) on the company server. Presumably, no one in our department is going to use the PIM functions anyway (not even for group calendaring), since everyone uses paper planners. I'm about the only one who uses Outlook for anything other than email. Plus, my OL2003 install is heavily customized via add-ins, additional views, customized forms, custom dashboard, specialized folders, VBA macros and the like. All of this would presumably be affected or destroyed (our IT wants us to install a standard profile, which is a fact that I'll have to work around somehow, either by connecting to Exchange manually or by customizing the profile file). So my question is: Is there a way to make Outlook, while connected to an Exchange server, use local folders for everything except email? As default folders, as source for the common views and shortcuts etc.? In other words: Leave everything as-is except for the email inbox? I might (grudgingly) leave the calendar on the server if group calendaring is going to be used, but this would probably disrupt the task pad view alongside the calendar if tasks are kept in a local folder (I'm loosely following Michael Linenberger's TWC concept). Or is there a way to use locally-stored tasks with an Exchange-stored calendar for the task pad? -- Please reply to group only. Direct reply via email will not be read. > As I already mentioned in another post, we are using Outlook 2003 at > work and my company is going move us to an Exchange 2007 server soon > (until now, we didn't have Exchange). > > However, I do not want to store my PIM data (calendar, tasks, > contacts, notes) on the company server. I should be VERY surprised if you have a choice - that's one of the main reasons FOR using Exchange server - everyone's data is on the server... > > However, I do not want to store my PIM data (calendar, tasks, > > contacts, notes) on the company server. > > I should be VERY surprised if you have a choice - that's one of the main > reasons FOR using Exchange server - everyone's data is on the server... Well, no one will force me to use Exchange for PIM data, or for anything other than an email inbox. I still have the choice to revert to a paper planner. But the question still stands: How can I make Outlook 2003 use local folders (calendar, tasks, notes, contacts) for its default views, keyboard shortcuts etc. instead of the ones on the Exchange server? And if I have to use the calendar on the Exchange server, can I mix the calendar view with a task pad that draws the tasks from a local tasks folder? >> > However, I do not want to store my PIM data (calendar, tasks, >> > contacts, notes) on the company server. [quoted text clipped - 5 lines] > anything other than an email inbox. I still have the choice to revert > to a paper planner. Why on EARTH not? What's your objection? Why bother with technology at all? 30 years ago they talked about the paperless office - couldn't come fast enough for me but for dinosaurs like you and your colleagues... >> > However, I do not want to store my PIM data (calendar, tasks, >> > contacts, notes) on the company server. [quoted text clipped - 10 lines] > contacts) for its default views, keyboard shortcuts etc. instead of > the ones on the Exchange server? You do realise that ANY document, email, calendar entry, task, etc etc that you create using the Company's hardware and software is the company's property and they can tell you what is done with those items and where they should be stored? And if you don't conform then that will lead to disciplinary action? > "timbr" <thisisnorealaddr...@walla.com> wrote in message > Why on EARTH not? What's your objection? Why bother with technology at all? > 30 years ago they talked about the paperless office - couldn't come fast > enough for me but for dinosaurs like you and your colleagues... This is yet another case of an IT department knowing next to nothing about the way a company's staff really works (and they don't bother to ask, either), but they have this great solution and now they are looking for a problem to solve with it. BTW, you seem to think exactly the same way. And I have the strong impression that the paperless office really is a myth. To answer the "Why": I have one system for all my data, work and private. And not by any means am I going to store stuff like my medical record on a company server. By now, I have everything under rather tight control (no, I won't go into the details), and I'd like to keep it that way. > "timbr" <thisisnorealaddr...@walla.com> wrote in message > You do realise that ANY document, email, calendar entry, task, etc etc that > you create using the Company's hardware and software is the company's > property and they can tell you what is done with those items and where they > should be stored? And if you don't conform then that will lead to > disciplinary action? No. Your are talking about the USA. The rules are different elsewhere. > "timbr" <thisisnorealaddr...@walla.com> wrote in message > Why on EARTH not? What's your objection? Why bother with technology at all? > 30 years ago they talked about the paperless office - couldn't come fast > enough for me but for dinosaurs like you and your colleagues... This is yet another case of an IT department knowing next to nothing about the way a company's staff really works (and they don't bother to ask, either), but they have this great solution and now they are looking for a problem to solve with it. BTW, you seem to think exactly the same way. And I have the strong impression that the paperless office really is a myth. To answer the "Why": I have one system for all my data, work and private. And not by any means am I going to store stuff like my medical record on a company server. By now, I have everything under rather tight control (no, I won't go into the details), and I'd like to keep it that way. > "timbr" <thisisnorealaddr...@walla.com> wrote in message > You do realise that ANY document, email, calendar entry, task, etc etc that > you create using the Company's hardware and software is the company's > property and they can tell you what is done with those items and where they > should be stored? And if you don't conform then that will lead to > disciplinary action? No. Your are talking about the USA. The rules are different elsewhere. > "timbr" <thisisnorealaddr...@walla.com> wrote in message > Why on EARTH not? What's your objection? Why bother with technology at all? > 30 years ago they talked about the paperless office - couldn't come fast > enough for me but for dinosaurs like you and your colleagues... This is yet another case of an IT department knowing next to nothing about the way a company's staff really works (and they don't bother to ask, either), but they have this great solution and now they are looking for a problem to solve with it. BTW, you seem to think exactly the same way. And I have the strong impression that the paperless office really is a myth. To answer the "Why": I have one system for all my data, work and private. And not by any means am I going to store stuff like my medical record on a company server. By now, I have everything under rather tight control (no, I won't go into the details), and I'd like to keep it that way. > "timbr" <thisisnorealaddr...@walla.com> wrote in message > You do realise that ANY document, email, calendar entry, task, etc etc that > you create using the Company's hardware and software is the company's > property and they can tell you what is done with those items and where they > should be stored? And if you don't conform then that will lead to > disciplinary action? No. Your are talking about the USA. The rules are different elsewhere. >> "timbr" <thisisnorealaddr...@walla.com> wrote in message > [quoted text clipped - 8 lines] > looking for a problem to solve with it. BTW, you seem to think exactly > the same way. And it IS a good solution. > And I have the strong impression that the paperless office really is a > myth. It is, because of people like you > To answer the "Why": I have one system for all my data, work and > private. And not by any means am I going to store stuff like my > medical record on a company server. You shouldn't be storing personal private data on your company's software anyway, without their express permission. By now, I have everything under > rather tight control (no, I won't go into the details), and I'd like > to keep it that way. [quoted text clipped - 10 lines] > > No. Your are talking about the USA. The rules are different elsewhere. Not at all. It certainly applies in the UK and Canada, and many other places as well. > "timbr" <thisisnorealaddr...@walla.com> wrote in message > [quoted text clipped - 4 lines] > > It is, because of people like you Why exactly do you have to attack me personally? If I may remind you of my first post, it said that I am using Outlook quite heavily and have done a lot of customization, so I don't count myself a "dinosaur". But I'm not alone in thinking that there *is* a place for paper. Did you miss the whole "back to paper" movement, namely among geeks? Oh, and you still don't know anything about my work so what exactly is your judgement based on? Only on a theoretically good solution for some generic work style? > You shouldn't be storing personal private data on your company's software > anyway, without their express permission. You're wrong here as well. And doesn't Exchange let you mark entries as "private"? Not that that would be enough privacy for my taste. > Not at all. It certainly applies in the UK and Canada, and many other places > as well. Maybe. But not everywhere. > > However, I do not want to store my PIM data (calendar, tasks, > > contacts, notes) on the company server. > > I should be VERY surprised if you have a choice - that's one of the main > reasons FOR using Exchange server - everyone's data is on the server... Well, no one will force me to use Exchange for PIM data, or for anything other than an email inbox. I still have the choice to revert to a paper planner. But the question still stands: How can I make Outlook 2003 use local folders (calendar, tasks, notes, contacts) for its default views, keyboard shortcuts etc. instead of the ones on the Exchange server? And if I have to use the calendar on the Exchange server, can I mix the calendar view with a task pad that draws the tasks from a local tasks folder? > > However, I do not want to store my PIM data (calendar, tasks, > > contacts, notes) on the company server. > > I should be VERY surprised if you have a choice - that's one of the main > reasons FOR using Exchange server - everyone's data is on the server... Well, no one will force me to use Exchange for PIM data, or for anything other than an email inbox. I still have the choice to revert to a paper planner. But the question still stands: How can I make Outlook 2003 use local folders (calendar, tasks, notes, contacts) for its default views, keyboard shortcuts etc. instead of the ones on the Exchange server? And if I have to use the calendar on the Exchange server, can I mix the calendar view with a task pad that draws the tasks from a local tasks folder? > However, I do not want to store my PIM data (calendar, tasks, > contacts, notes) on the company server. Presumably, no one in our [quoted text clipped - 19 lines] > is there a way to use locally-stored tasks with an Exchange-stored > calendar for the task pad? You can certainly keep everything in a local PST by making that local PST the delivery location. That defeats a majority of the utility of an Exchange mailbox, however. You can also use the Exchange server for some things and local folders for others by creating rules that will sort the incoming items by their types and move them to appropriate folders. I believe only the Tasks folder of the delivery location will show in the Taskpad, however.  SignatureBrian Tillman [MVP-Outlook] > You can certainly keep everything in a local PST by making that local PST > the delivery location. That defeats a majority of the utility of an [quoted text clipped - 4 lines] > and move them to appropriate folders. I believe only the Tasks folder of > the delivery location will show in the Taskpad, however. Thanks Brian, i missed your post when I wrote my last reply (and I have no idea why Google duplicated my last post). So choosing a delivery location is all-or-nothing (mail, calendar, contacts, tasks, notes)? What happens with incoming mail when my computer is shut down? Will it be delivered to the (non-default) Exchange Inbox? Will it sit there until I restart Outlook and then be moved to the local inbox? Using rules won't work, however, since there are no rules for anything other than mail, AFAIK. > So choosing a delivery location is all-or-nothing (mail, calendar, > contacts, tasks, notes)? Correct. The delivery location dictates the data store where the default folders reside. > What happens with incoming mail when my computer is shut down? Will it > be delivered to the (non-default) Exchange Inbox? Will it sit there > until I restart Outlook and then be moved to the local inbox? This is exactly what will happen. The incoming messages will stay in the mailbox until you start Outlook and then they'll be sucked down to the PST. > Using rules won't work, however, since there are no rules for anything > other than mail, AFAIK. Everything coming into the mailbox from others, like message requests, task assignments, and so on, arrive in the Inbox. Each of those items has a form. You can create a rule that examines the form and performs an action based on the form. One way to apply this is to move mail messages to a PST but leave everything else on the Exchange server. Many people use that method because the mailbox is limited in space and mail usually takes up the most. By moving the mail to a PST they maximize their mailbox space while retaining most of the benefits of using the Exchange server. SignatureBrian Tillman [MVP-Outlook] Thanks, Brian, this information will be really useful. And yes, the designated mailboxes are way too small. > You can certainly keep everything in a local PST by making that local PST > the delivery location. That defeats a majority of the utility of an [quoted text clipped - 4 lines] > and move them to appropriate folders. I believe only the Tasks folder of > the delivery location will show in the Taskpad, however. Thanks Brian, i missed your post when I wrote my last reply (and I have no idea why Google duplicated my last post). So choosing a delivery location is all-or-nothing (mail, calendar, contacts, tasks, notes)? What happens with incoming mail when my computer is shut down? Will it be delivered to the (non-default) Exchange Inbox? Will it sit there until I restart Outlook and then be moved to the local inbox? Using rules won't work, however, since there are no rules for anything other than mail, AFAIK. |
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