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Thread: Syncronising Outlook emails between Laptop & PC

  1. #1
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    Syncronising Outlook emails between Laptop & PC

    Gene Cafe Coffee Roaster $850 - Free Beans Free Freight
    Nothing to do with coffee here apart from the ammount of beans consumed looking for a solution ::)

    Setup in a nut shell. Home wireless/lan network using 2 PCs and a Laptop (main shop use) on XP running Outlook as a mail handler on all. I also have a LAN Storage box for content. One PC in the longe and one in the office. I only use the calander functions of outlook on the laptop.

    What I would like is an easier way to Sync (no duplication of emails >:( ) the email content between my laptop rather than copying PST files which is a bit dodgey. I basically dont want to do it everyday but it is a pain to have to boot the laptop up to answer an email then not have a copy on the office PC to work on at night or the reverse an email answered at night for work. I know you can always email yourself but that is just a workaround not a fix.

    Is there an easy way to do this on a daily basis via a home network or a better web based alternate that I can use?

  2. #2
    Senior Member flynnaus's Avatar
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    Re: Syncronising Outlook emails between Laptop & P

    Hi BF

    The easiest way to handle this is to leave a copy of the message on the server for the laptop, which will allow you to download the emails on a designated PC.
    In Outlook this setting is found in Accounts > Change > More Settings > Advanced tab.

    As you have more than one PC you may need to use this setting on one of the PCs -just work out which PC will be the main repository.

    But as you are not emptying the mailbox on your ISPs mailserver, you will need to watch out for full mailboxes if you have small mailbox space and high email volumes.

    Another way to do it is to access your email via *webmail on your lappy. Nearly all ISPs have this but you will lose much of the functionality that Outlook provides.


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    Re: Syncronising Outlook emails between Laptop & P

    beanflying,

    The simple answer is to leave the emails on the server and use IMAP as the protocol to read your mail..... that is how both Greg (in Adelaide) and myself (in Perth) handle tamper/roaster orders..... both can access the same emails and reply.... *(Thunderbird is a great client for this) You can also easily see which emails have been read, answered or forwarded somewhere.

    The sent copy can either be stored on the mail server or in a local folder (but if local it can only be accessed on that PC)...

    You will of course exceed the server storage capacity eventually..... but if you delete the mail you no longer want/need and "copy" the others to a local folder on one (or both) PCs before deletion...... you will have an archived copy.

    Works very well for us..... and we get a high volume of mail (including spam!!!)

  4. #4
    Sleep is overrated Thundergod's Avatar
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    Re: Syncronising Outlook emails between Laptop & P

    <snap>

    Im a bit rusty, but off the top of my head it should just be a matter of mapping both Outlooks to one pst file on the storage box.

    Before my wife had her own PC I set up Outlook with a login for each of us and a common storage area (pst).

    So we each could log in and download our private emails and either store them privately or in the common file.

    What you are after is the opposite i.e. 2 PCs and 1 pst.

    On a network I have previously logged to a pst set up by say a project team.
    The only drawback, which wont bother you, is that only one person at a time can access the pst.

    Almost anything is possible if you understand how Outlook works.

    Im happy to go into more detail via email or PMs, even phone.
    Just let me know and we can work through it.

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    Re: Syncronising Outlook emails between Laptop & P

    Thanks Guys [smiley=thumbsup.gif],

    My ISPs web interface sucks so I wanted to avoid it as much as possible. Emails are about a 50/50 work personal split (if you ignore spam >:( ) Sounds like a combo of leave them on the server during the day with the laptop and make one of the PCs at home the main repository to download them all at night will work. I am using mailwasher on all of them so they dont auto download off the server anyway.


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    Re: Syncronising Outlook emails between Laptop & P

    Quote Originally Posted by JavaB link=1223513224/0#2 date=1223514273
    beanflying,

    The simple answer is to leave the emails on the server and use IMAP as the protocol to read your mail..... that is how both Greg (in Adelaide) and myself (in Perth) handle tamper/roaster orders..... both can access the same emails and reply.... *(Thunderbird is a great client for this) You can also easily see which emails have been read, answered or forwarded somewhere.

    The sent copy can either be stored on the mail server or in a local folder (but if local it can only be accessed on that PC)...

    You will of course exceed the server storage capacity eventually..... but if you delete the mail you no longer want/need and "copy" the others to a local folder on one (or both) PCs before deletion...... you will have an archived copy.

    Works very well for us..... and we get a high volume of mail (including spam!!!)
    does this also work for sent items? I use IMAP and was going to suggest it but tis useless with outlook as it only works on the inbox, not sent items and so on

    another option is to pay $10-$20 a month for a hosted exchange mailbox, generally you will get about 1gb of mailbox space and you can quite easilly see your inbox, sent box, drafts, calender and so on.

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    Re: Syncronising Outlook emails between Laptop & P

    I wasnt to worried about sent items (would be nice but not essential)but I have arrived at a state of full ispercaffination :)

    Using the idea of leave it on the server and using mailwasher on all PCs as I do already.

    Under Outlooks account "advanced tab" select "leave a copy on the server" (I hadnt seen that option before ::) ). This allows me to download it to any or all of my PCs without loosing it from the server.

    Even if the mail is left on the server Outlook doesnt redownload it when you punch send/receive it just downloads new emails not downloaded before to that PC that are on the server.

    Once I have it where I want it such as on my main PC or laptop if required I can use Mailwasher to delete the finished with emails with the tick of a box.

    Not perfect but easy. I will give it a blast for a few days and see if it does what I want. :)

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    Re: Syncronising Outlook emails between Laptop & P

    Quote Originally Posted by Sunbeamer link=1223513224/0#5 date=1223541504

    does this also work for sent items? I use IMAP and was going to suggest it but tis useless with outlook as it only works on the inbox, not sent items and so on

    Yep, with Thunderbird you choose where the sent copy is stored.... I have it set so the sent copy for our business emails is on the server (so Greg can also read them) in the sent folder - where the two personal email accounts (which are also in Thunderbird) saves the copy to my local sent folder with one account and to the providers "sent" folder with the other...

    All is possible!

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    Senior Member Koffee_Kosmo's Avatar
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    Re: Syncronising Outlook emails between Laptop & P

    I use for the jas jam phone a Windows program called Active Sync
    Itís free to download

    I am not sure if it can be used in your application but it is worth a look
    If Active Sync is not compatible there must be a similar program that can do it

    You can choose what you want to sync or not to sync (pardon the funny)

    KK

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    Re: Syncronising Outlook emails between Laptop & P

    Quote Originally Posted by JavaB link=1223513224/0#7 date=1223544928
    Quote Originally Posted by Sunbeamer link=1223513224/0#5 date=1223541504

    does this also work for sent items? I use IMAP and was going to suggest it but tis useless with outlook as it only works on the inbox, not sent items and so on

    Yep, with Thunderbird you choose where the sent copy is stored.... I have it set so the sent copy for our business emails is on the server (so Greg can also read them) in the sent folder - *where the two personal email accounts (which are also in Thunderbird) saves the copy to my local sent folder with one account and to the providers "sent" folder with the other...

    All is possible!
    I just had another look and my ppc/phone was storing sent items on the server jsut not syncing them and outlook on my pc wasnt storing them there, all fixed up now and working well
    I also found a little widget called funambol that also gives contact and calender syncing so I am all covered now, I can get spam across 3 different devices :P

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    Re: Syncronising Outlook emails between Laptop & P

    Hi, I have had similar issues to your original problem. I read up, and gather you should not share a pst file. My solution in outlook is to set it to keep on the server for 14 days, so whichever computer I use, I will get the emails. Works well for me.

    Damian.

  12. #12
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    Re: Syncronising Outlook emails between Laptop & P

    Why shouldnt you share a pst?
    I did it for years with no problem.

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    Re: Syncronising Outlook emails between Laptop & P

    Tried Thunderbird for a look works nicely but due to my ISPs mail server I cant read the sent items online so I am no better off than with outlook.

    Thought of another clunky around the sent items thing setup email addresses and just use them as Bcc for replies you want on multiple PCs and send them to yourself as well. "beanflyinglaptop@XYZ", "beanflyinglounge@xyz" etc

    And to make it even easier setup a rule using the rules wizard to do it for you for all messages 8-)

  14. #14
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    Re: Syncronising Outlook emails between Laptop & P

    Thats the sort of thing I do sometimes too bf.
    Even at work where I have access to the sent folder Ill still Bcc myself on important emails so that a copy arrives in my inbox to remind me to file it.

    Have you tried the shared pst yet?

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    Re: Syncronising Outlook emails between Laptop & P

    Dont know why you are not supposed to share a pst file. I dont know much about computers, but I saw several documents saying it was not a good idea. That was enough to put me off the idea!

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    Re: Syncronising Outlook emails between Laptop & P

    The only problem Ive run across with shared pst files is that one one person at a time can access it.
    That doesnt seem to be a consideration for bf though.

    Having a quick look now I also found some of those writings about NEVER sharing psts and there were a lot of responses contradicting the writers.

    Also found that there are a lot of new software programs designed to facilitate sharing of Outlook psts.

  17. #17
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    Re: Syncronising Outlook emails between Laptop & P

    Basically Outlook was never designed to be multiuser is the problem. I know from prior playing with psts they are a bit tempremental if not done properly.

    With my two home PCs only one is ever used at one time and the lounge one is more normal (more comfy and closer to the coffee ;) ) In my case providing I can get outlook on the office PC to point to the lounge pst it will work fine.

    Happy so far with my solution any emails bigger than 200k dont get sent between Laptop to PC or visversa when I make a new doc but the general day to day ones get sent to each. If I really want a bigger one as a copy then I can just Bcc manually.

    KISS is Best always :)

  18. #18
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    Re: Syncronising Outlook emails between Laptop & P

    Agree with TG...

    Have been sharing pst files for years, remotely and even through different o/ss. So long as you use an email client like TBird or Eudora, etc that are able to be configured to read from various source files, it works like a Swiss watch. Havent been a fan of either Outlook or any other M$ mail client for a long, long time though...

    Mal.

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    Re: Syncronising Outlook emails between Laptop & P

    Hi All
    Just a word of advice on PST Files.
    They are as dodgy as hell in certain environments, our office currently has about a terrabyte of PST files because management rejected our previous proposal to roll out document management to handle them.
    In a small environment a PST is fine if working on the local machine and of an appropriate size < 1gig.
    Issues faced by people where the PST file is bigger (MS recommend a max of 1.2gig), the more PST files you have open in your outlook, the slower outlook will run.

    If the file gets too big then it can easily become corrupt and then you need to try and repair it with the scanpst tool and that takes ages. A number of companies are now cashing in with utilities that suck the emails out of PST files and into a MSSQL database. Great for a corporate environment but not appropriate for small business or home scenarios.

    The real issue comes down to data management and the life cycle of the email/document, if it can be archived or saved to disk out of an email environment then this is another option.

    Mal

  20. #20
    Mal Dimal's Avatar
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    Re: Syncronising Outlook emails between Laptop & P

    Good call Mal,

    I was really only referring to the situation that bean raised.... In any situation with multiple clients, locations, etc exist I would imagine that these sorts of scenarios would require a completely different approach. Going back to my last employer (several years ago with a well known multi-national miner and petro-chem), they used site mail servers which were in turn linked to regional servers that were in turn linked back to the head offices on all the major continents. Each site, region and head office then maintained a system of back-ups on top of all of this operational hardware. This is probably on the opposite end of the spectrum to which bean was referring to though... ;)

    Mal.



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