Hello,

Various aspects of this seem to have been discussed before, but it also
seems that everybody's problems are slightly different -- and the way
Outlook handles this situation doesn't seem to be very intuitive.

I'm using Outlook 2007. I've been using it to handle my personal mail
(all POP) and use it as a PIM (all in a .pst file).

Then I needed to add access to a company Exchange server. At first, I
just accessed the Exchange server through POP, and all continued to work
as before. But this doesn't give me access to free/busy information on
other people's and resource calendars. So I added the Exchange account
(which I access through a VPN).

Here's how it is set up currently: All accounts deliver to a folder in
the local .pst file, even the Exchange account. One of my POP accounts
is the default "send from" account. My local .pst file is marked as the
default file (not the Exchange .ost file). The Exchange account uses
cached mode, and in the Remote Mail tab I have set a condition that
should prevent download of any mail. The Exchange account is not part of
any of my Send/Receive groups (disabled in all). I also still have
active the POP access to the Exchange server.

Now things really don't work anymore the way I think they should:

1- First of all, Outlook lost all my rules when adding the Exchange
account. I'm setting up all again now. But currently, when I add a rule,
it takes much longer to save it; I'm pretty sure Outlook talks to the
Exchange server. (I'm accessing it through a VPN with some 200ms
latency.) I don't know why; none of the rules has anything to do with
the Exchange server, and the Exchange mailbox is not my delivery
location. I also fear that once I remove the Exchange account, all the
rules will be gone again, and I'll have to go again through the work to
set them all up.

I'd like to not have the Exchange server involved when setting up rules
for my local POP mail, and have these filters persist independently of
whether an Exchange account is set up or not.

2- It seems it is not possible to disable the delivery of mail through
the Exchange account. The reason why I would like to do this is that it
also doesn't seem to be possible to create rules that work with these
mails; none of the rules that I've created for mails that come in
through the Exchange account work. They don't seem to have headers that
the rules engine recognizes (or displays, for that matter). That's
actually the reason why I re-enabled the POP access to the Exchange
server: I can filter emails that come in through this channel. But now I
get two copies of each email that comes in through the Exchange server
account: one through the POP access (that I can filter on, and that
appears in the target folder in my .pst file where I want it), and one
through the Exchange account (that I can't filter on, and that appears
in the Inbox of my .pst file). Additionally, in the E-mail tab of the
Account Settings it is not possible to set a delivery folder for the
Exchange account, even though it is possible for every POP account. The
Exchange account's delivery folder is "hardcoded" to the Inbox folder of
the .pst file.

I'd really like to be able to filter on email that comes through the
Exchange account (then I could disable the POP access to the Exchange
server), or be able to disable receiving emails through the Exchange
account (then I'd just leave the POP access active and wouldn't get 2
copies of every email).


These two are my main problems with this setup. Basically, I want to
receive emails that come to my Exchange account filtered into several
folders of my local .pst file, continue to have my local POP accounts
independently of the Exchange account (that is, not routed through the
Exchange Inbox), have the fact that now there is an Exchange account set
up not influence my local POP filters, and have access to the free/busy
information of other users and resources on the Exchange server.

Is this possible? For me, this seems to be a "normal" situation: I used
Outlook personally, now I /also/ have to access an Exchange server (at
the same time, not one or the other) without messing up my personal use.

Thanks for any tips or pointers,

Gerhard

1. POP'ing an Exchange acct is not a good idea.
2. It sounds like you are doing it the hard way. What version of Exchange do
you connect to? Do they offer Outlook Anywhere access? Why aren't you using
the ost for the exchange acct? You need to use the ost if you want to use
free/busy.

When you have an exchange acct in the profile the rules are stored on the
Exchange server. They should not have been lost when you added the acct
though. Rules will work on the exchange mail, unless you have it configured
to download only headers. If you still have the POP acct for the exchange
server, you will get two messages - once from the exchange acct and once by
popping it. You should remove the pop acct. (You can also get 2 messages if
you don't use 'stop processing' action in each rule.)

Try: remove the pop for the exchange acct. Use Use rules to move the mail
from the exchange inbox to your pst. Click on the options button in the
rules wizard to access the import/export options to create a back up of the
rules.

--
Diane Poremsky [MVP - Outlook]
Outlook Tips: http://www.outlook-tips.net/
Outlook & Exchange Solutions Center: http://www.slipstick.com

Outlook Tips by email:


EMO - a weekly newsletter about Outlook and Exchange:


You can access this newsgroup by visiting
http://www.microsoft.com/office/comm...s/default.mspx or point your
newsreader to msnews.microsoft.com.


"Gerhard Fiedler" wrote in message
...
Hello,

Various aspects of this seem to have been discussed before, but it also
seems that everybody's problems are slightly different -- and the way
Outlook handles this situation doesn't seem to be very intuitive.

I'm using Outlook 2007. I've been using it to handle my personal mail
(all POP) and use it as a PIM (all in a .pst file).

Then I needed to add access to a company Exchange server. At first, I
just accessed the Exchange server through POP, and all continued to work
as before. But this doesn't give me access to free/busy information on
other people's and resource calendars. So I added the Exchange account
(which I access through a VPN).

Here's how it is set up currently: All accounts deliver to a folder in
the local .pst file, even the Exchange account. One of my POP accounts
is the default "send from" account. My local .pst file is marked as the
default file (not the Exchange .ost file). The Exchange account uses
cached mode, and in the Remote Mail tab I have set a condition that
should prevent download of any mail. The Exchange account is not part of
any of my Send/Receive groups (disabled in all). I also still have
active the POP access to the Exchange server.

Now things really don't work anymore the way I think they should:

1- First of all, Outlook lost all my rules when adding the Exchange
account. I'm setting up all again now. But currently, when I add a rule,
it takes much longer to save it; I'm pretty sure Outlook talks to the
Exchange server. (I'm accessing it through a VPN with some 200ms
latency.) I don't know why; none of the rules has anything to do with
the Exchange server, and the Exchange mailbox is not my delivery
location. I also fear that once I remove the Exchange account, all the
rules will be gone again, and I'll have to go again through the work to
set them all up.

I'd like to not have the Exchange server involved when setting up rules
for my local POP mail, and have these filters persist independently of
whether an Exchange account is set up or not.

2- It seems it is not possible to disable the delivery of mail through
the Exchange account. The reason why I would like to do this is that it
also doesn't seem to be possible to create rules that work with these
mails; none of the rules that I've created for mails that come in
through the Exchange account work. They don't seem to have headers that
the rules engine recognizes (or displays, for that matter). That's
actually the reason why I re-enabled the POP access to the Exchange
server: I can filter emails that come in through this channel. But now I
get two copies of each email that comes in through the Exchange server
account: one through the POP access (that I can filter on, and that
appears in the target folder in my .pst file where I want it), and one
through the Exchange account (that I can't filter on, and that appears
in the Inbox of my .pst file). Additionally, in the E-mail tab of the
Account Settings it is not possible to set a delivery folder for the
Exchange account, even though it is possible for every POP account. The
Exchange account's delivery folder is "hardcoded" to the Inbox folder of
the .pst file.

I'd really like to be able to filter on email that comes through the
Exchange account (then I could disable the POP access to the Exchange
server), or be able to disable receiving emails through the Exchange
account (then I'd just leave the POP access active and wouldn't get 2
copies of every email).


These two are my main problems with this setup. Basically, I want to
receive emails that come to my Exchange account filtered into several
folders of my local .pst file, continue to have my local POP accounts
independently of the Exchange account (that is, not routed through the
Exchange Inbox), have the fact that now there is an Exchange account set
up not influence my local POP filters, and have access to the free/busy

On 2008-12-27 13:13:22, Diane Poremsky [MVP] wrote:

1. POP'ing an Exchange acct is not a good idea.
2. It sounds like you are doing it the hard way. What version of Exchange do
you connect to? Do they offer Outlook Anywhere access?

I'll get the answers when the admin is back. FWIW, in Outlook Web Access
Help, the copyright notice at the bottom of each page says "Copyright
Microsoft Corporation 2003".

Why aren't you using the ost for the exchange acct? You need to use
the ost if you want to use free/busy.

As I wrote, I've set up the Exchange account in cached mode, so it seems
to be using an .ost file. I do have access now to free/busy information
of the company resources. I also have access to e.g. the public
calendars of those resources.

If you mean why I don't set the Exchange account as the default delivery
location, this is because I use Outlook for more than email; I use it as
a (personal) PIM. If I set the Exchange account as delivery location,
AIUI the calendar of the Exchange account becomes the default calendar,
etc. I don't want my personal data on a company network.

When you have an exchange acct in the profile the rules are stored on
the Exchange server. They should not have been lost when you added
the acct though. Rules will work on the exchange mail, unless you
have it configured to download only headers.

There seems to be a problem, unless you mean that rules will work on
Exchange mail only if the Exchange account is the default delivery
location -- which it isn't (currently). Rules definitely don't work on
the emails that come in through the Exchange account. The copies I get
through the POP access to the Exchange server are routed correctly, but
the copies that come in through the Exchange account just go to my local
Inbox.

If you still have the POP acct for the exchange server, you will get
two messages - once from the exchange acct and once by popping it.

This is correct, and I understand this (and also why). I added the POP
account for testing because as it is, the rules work on the mails coming
in through the POP account, but not on the mails through the Exchange
account.

Try: remove the pop for the exchange acct. Use Use rules to move the mail
from the exchange inbox to your pst.

You seem to imply that I have set the Exchange account as my default
delivery location, right? When I do this, the calendar, tasks etc. in
the Exchange account become my default calendar, task list etc. I don't
want to use those for my personal stuff (which is 95% of what I have in
Outlook).

Click on the options button in the rules wizard to access the
import/export options to create a back up of the rules.

Yes, I thought of this after Outlook got rid of all my rules Maybe
they are even there somewhere and get re-enabled if I remove the
Exchange account from the profile...

I guess one of the questions under all this is how I can continue to use
my local calendar, task list, address book as default locations after I
make the Exchange account my default delivery location (which seems to
be what you suggest).

Thanks for your help,
Gerhard

"Gerhard Fiedler" wrote in message
...

I'm using Outlook 2007. I've been using it to handle my personal mail
(all POP) and use it as a PIM (all in a .pst file).

Then I needed to add access to a company Exchange server. At first, I
just accessed the Exchange server through POP, and all continued to work
as before. But this doesn't give me access to free/busy information on
other people's and resource calendars. So I added the Exchange account
(which I access through a VPN).

Here's how it is set up currently: All accounts deliver to a folder in
the local .pst file, even the Exchange account. One of my POP accounts
is the default "send from" account. My local .pst file is marked as the
default file (not the Exchange .ost file). The Exchange account uses
cached mode, and in the Remote Mail tab I have set a condition that
should prevent download of any mail. The Exchange account is not part of
any of my Send/Receive groups (disabled in all). I also still have
active the POP access to the Exchange server.

Now things really don't work anymore the way I think they should:

And they won't unless the Exchange account is the delivery location.

1- First of all, Outlook lost all my rules when adding the Exchange
account. I'm setting up all again now. But currently, when I add a rule,
it takes much longer to save it; I'm pretty sure Outlook talks to the
Exchange server. (I'm accessing it through a VPN with some 200ms
latency.) I don't know why; none of the rules has anything to do with
the Exchange server, and the Exchange mailbox is not my delivery
location. I also fear that once I remove the Exchange account, all the
rules will be gone again, and I'll have to go again through the work to
set them all up.

When an Exchange account is part of the profile, all the rules will be in
the mailbox no matter what, or so it seems for me. I don't think you get a
choice. The Rules Wizard's export/import can help you back up your rules
when you make changes so you don't lose them.

I'd like to not have the Exchange server involved when setting up rules
for my local POP mail, and have these filters persist independently of
whether an Exchange account is set up or not.

I don't think that's possible, as I said.

2- It seems it is not possible to disable the delivery of mail through
the Exchange account. The reason why I would like to do this is that it
also doesn't seem to be possible to create rules that work with these
mails; none of the rules that I've created for mails that come in
through the Exchange account work. They don't seem to have headers that
the rules engine recognizes (or displays, for that matter).

Internal messages between mailboxes on the Exchange server won't have
headers, particularly.

Additionally, in the E-mail tab of the
Account Settings it is not possible to set a delivery folder for the
Exchange account, even though it is possible for every POP account. The
Exchange account's delivery folder is "hardcoded" to the Inbox folder of
the .pst file.

Correct, as far as I can tell.

I'd really like to be able to filter on email that comes through the
Exchange account (then I could disable the POP access to the Exchange
server), or be able to disable receiving emails through the Exchange
account (then I'd just leave the POP access active and wouldn't get 2
copies of every email).

Why not let Exchange handle all the mail? It works very well for me. I
have a color rule that displays all external messages in blue so I can see
instantly which ones came from the Internet and which are internal.

These two are my main problems with this setup. Basically, I want to
receive emails that come to my Exchange account filtered into several
folders of my local .pst file, continue to have my local POP accounts
independently of the Exchange account (that is, not routed through the
Exchange Inbox), have the fact that now there is an Exchange account set
up not influence my local POP filters, and have access to the free/busy
information of other users and resources on the Exchange server.

I'd have Exchange as the delivery location, then choose separate Inbox and
Sent Items folders for each of the POP accounts or I'd use completely
separate mail profiles, with the Exchange account by itself in one and the
POP accounts in another.
--
Brian Tillman [MVP-Outlook]

On 2008-12-27 13:14:26, Brian Tillman [MVP - Outlook] wrote:

Here's how it is set up currently: All accounts deliver to a folder
in the local .pst file, even the Exchange account. One of my POP
accounts is the default "send from" account. My local .pst file is
marked as the default file (not the Exchange .ost file). The
Exchange account uses cached mode, and in the Remote Mail tab I have
set a condition that should prevent download of any mail. The
Exchange account is not part of any of my Send/Receive groups
(disabled in all). I also still have active the POP access to the
Exchange server.

Now things really don't work anymore the way I think they should:

And they won't unless the Exchange account is the delivery location.

Ok, this seems to be the basic question. I'm using Outlook for much more
than email; I'm using it as a personal PIM. I don't want my personal
data (appointments, addresses, tasks) on the company network, and I need
to continue to use my local folders as default locations. How can I do
this when the Exchange account is the delivery location?

When an Exchange account is part of the profile, all the rules will be
in the mailbox no matter what, or so it seems for me. I don't think
you get a choice. The Rules Wizard's export/import can help you back
up your rules when you make changes so you don't lose them.

Thanks for confirming this; and yes, I thought about backing them up
after I lost them

Internal messages between mailboxes on the Exchange server won't have
headers, particularly.

Does this mean that rules don't work on emails that come in through the
Exchange account (if the Exchange server is not the default delivery
location)? Or is there a way?

Strangely, while the messages don't have any Internet headers (the
Message Options dialog is practically empty), they do seem to have
headers: the From, To, Cc and Subject fields are displayed nicely.

I'd really like to be able to filter on email that comes through the
Exchange account (then I could disable the POP access to the
Exchange server), or be able to disable receiving emails through the
Exchange account (then I'd just leave the POP access active and
wouldn't get 2 copies of every email).

Why not let Exchange handle all the mail? It works very well for me.
I have a color rule that displays all external messages in blue so I
can see instantly which ones came from the Internet and which are
internal.

For one, I don't want my personal email to go through the Exchange
account. And I also want to continue to use my local calendar, todo
list, address book etc. as default locations.

I'd have Exchange as the delivery location, then choose separate Inbox
and Sent Items folders for each of the POP accounts or I'd use
completely separate mail profiles, with the Exchange account by
itself in one and the POP accounts in another.

Separate profiles is not possible, because I need to have access to both
the data on the Exchange server (basically free/busy information on
resource and other people's calendars, and possibly in the future public
folders) and my personal information (appointments, tasks, addresses) at
the same time.

Thanks for your help,
Gerhard

"Gerhard Fiedler" wrote in message
...
On 2008-12-27 13:14:26, Brian Tillman [MVP - Outlook] wrote:

Ok, this seems to be the basic question. I'm using Outlook for much more
than email; I'm using it as a personal PIM. I don't want my personal
data (appointments, addresses, tasks) on the company network, and I need
to continue to use my local folders as default locations. How can I do
this when the Exchange account is the delivery location?

Use separate profiles for your work and your personal accounts. You can
also have the delivery location be the Exchange server but use rules to move
the incoming personal mail to a local PST.

Does this mean that rules don't work on emails that come in through the
Exchange account (if the Exchange server is not the default delivery
location)? Or is there a way?

Rules will work, of course. Some of the conditions might not apply. There
will be some headers for internal mail, but not to the degree you get for
external mail. Conditions like "from people or distribution list", "through
the specified account", and "with specific words in the body" should work
fine. Conditions like "with specific words in the message header" may not
work of the specific words are part of a header that isn't there for an
internal message.

Separate profiles is not possible, because I need to have access to both
the data on the Exchange server (basically free/busy information on
resource and other people's calendars, and possibly in the future public
folders) and my personal information (appointments, tasks, addresses) at
the same time.

Given what you say you want, it doesn't seem like you'll ever be able to
achieve it all. As long as the Exchange mailbox is not the delivery
location you're going to lose many of the features that make using Exchange
worthwhile. I don't see why you are averse to keeping your personal
appointments and contacts on the Exchange server. Just mark them private if
you don't want anyone else to see them. It would then be an easy matter to
have your personal mail only delivered to the local PST either via rules or
by specifying the local PST's Inbox for the incoming POP account.
--
Brian Tillman [MVP-Outlook]

On 2008-12-28 13:12:52, Brian Tillman [MVP - Outlook] wrote:

Separate profiles is not possible, because I need to have access to
both the data on the Exchange server (basically free/busy
information on resource and other people's calendars, and possibly
in the future public folders) and my personal information
(appointments, tasks, addresses) at the same time.

Given what you say you want, it doesn't seem like you'll ever be able
to achieve it all. As long as the Exchange mailbox is not the
delivery location you're going to lose many of the features that make
using Exchange worthwhile.

I don't really care about Exchange functionality. (If I did, I had my
own Exchange server, but I guess then I'd be in real trouble, with two
Exchange accounts I'd have to connect to...

The only functionality that I need at the moment is access to the
free/busy data of certain accounts -- and this works with my current
setup. I don't need the Exchange account as default delivery location
for this to work.

The only problem I'm having at the moment is that I don't seem to be
able to filter on email that comes in through the Exchange account. I'll
do some more experimenting with this...

I don't see why you are averse to keeping your personal appointments
and contacts on the Exchange server. Just mark them private if you
don't want anyone else to see them.

I assume that an admin would be able to see them, no matter how I mark
them. Is this not correct? I mean, just imagine your confidential
personal data on my Exchange server. I'm sure you would not like this,
marked private or not.

I have hundreds if not thousands of entries that are in my current
folders. Currently, things just work... I type in a search term in
Desktop Search, and it brings up a list of matching items from my
history. I guess you're suggesting that I work henceforth with two
files: my local .pst file, with all my current data, and the .ost file
of the Exchange account with all data that I create from now on. But
then, when I want to pull up a list of addresses, I need to pull two
lists. Or how do you think this could be done better?

Then there is the issue what happens with all of this if I don't have
access to the Exchange server anymore. I don't control this server, so
I'm really reluctant to have any of my own important data on this
server. I really don't want to lose any of this. Outlook already got rid
of all my rules without warning, so I'm not too confident that it will
allow me full access to everything in the .ost file after I lost access
to the server.

Thanks,
Gerhard

"Gerhard Fiedler" wrote in message
...

I have hundreds if not thousands of entries that are in my current
folders. Currently, things just work... I type in a search term in
Desktop Search, and it brings up a list of matching items from my
history. I guess you're suggesting that I work henceforth with two
files: my local .pst file, with all my current data, and the .ost file
of the Exchange account with all data that I create from now on. But
then, when I want to pull up a list of addresses, I need to pull two
lists. Or how do you think this could be done better?

The Outlook Address Book service will attempt to resolve from both of the
Contacts folders, so there shouldn't be any issue with that.

Then there is the issue what happens with all of this if I don't have
access to the Exchange server anymore. I don't control this server, so
I'm really reluctant to have any of my own important data on this
server. I really don't want to lose any of this. Outlook already got rid
of all my rules without warning, so I'm not too confident that it will
allow me full access to everything in the .ost file after I lost access
to the server.

As long as you do not delete the Exchange account, just work offline and the
OST will behave properly. You can then move things to a PST if you wish to
delete the Exchange account later.

If you like the way things are working, that's great. I suspect you'll
always have free/busy trouble, though, and no one on the Exchange server
will be able to see anything for you, since your calendar isn't on the
Exchange server.
--
Brian Tillman [MVP-Outlook]