Turn on or off Cached Exchange Mode

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more information about Microsoft Exchange accounts and how to determine which version of Exchange your account connects to, see the links in the See Also section.

Cached Exchange Mode provides you with a better experience when you use a Microsoft Exchange account. A copy of your mailbox is stored on your computer. This copy provides quick access to your data and is frequently updated with the mail server.

In this article


About Cached Exchange Mode

If you work offline, whether by choice or due to a connection problem, your data is still available to you instantly wherever you are. If a connection from your computer to the server running Exchange isn't available, Microsoft Office Outlook 2007 switches to Trying to connect or Disconnected. If the connection is restored, Microsoft Office Outlook 2007 automatically switches back to Connected or Connected (Headers). Any changes you make while a connection to the server isn't available are synchronized automatically when a connection is available. You can continue to work while changes are synchronized.

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How data is optimized

When data is optimized for an Exchange connection type, the type of items that are synchronized with your server mailbox are different. For example, when you use a fast connection, Office Outlook 2007 copies the header, body, and attachments of an e-mail item from the e-mail server to your computer. When a slower connection is selected, only headers are automatically downloaded. The body and any associated attachments are downloaded only when requested by you, or as necessary for synchronization with personal digital assistants (PDAs), auto archiving, and some client-side rules. In a slower connection environment, the Offline Address Book is also not automatically updated. However, you do have the option of manually requesting the update.

 Note   Downloading headers only is a feature available when you connect to Exchange Server 2003 or Office Outlook 2007.

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Adjusting the amount of data sent over the connection

Cached Exchange Mode takes advantage of the ability of Outlook to automatically determine the speed of your connection to Exchange, and it optimizes data transmissions for that speed. When the On Slow Connections Download Headers Only setting is selected, Outlook stops automatically downloading full items and also leaves attachments on the server.

For example, you may use a laptop computer at your office and connect via a network cable to your corporate local area network (LAN). You have access to headers and full items, including attachments. You have quick access to the server running Exchange. If you disconnect the laptop from the LAN, Outlook switches to Trying to connect status. You can continue to work uninterrupted with your data. If the connection remains unavailable, Outlook switches to Disconnected, periodically checking for server availability. If you have wireless access, Outlook could reestablish a connection to the server and switch back to Connected status. You aren't required to change any setting or restart Outlook.

Later that day, you use a modem for dial-up access to your Exchange account. Outlook recognizes your connection is slow and automatically optimizes for that connection by downloading only headers and not updating the Offline Address Book. Additional optimizations are also made to reduce the amount of data sent over the connection.

By offering different levels of optimization, Outlook can adapt to changing connection environments, such as disconnecting from a corporate LAN, going offline, and then reestablishing a connection to the server via a slower dial-up connection. As your Exchange connection type changes — LAN, wireless, cellular, General Packet Radio Service (GPRS), and offline — transitions are seamless and never require you to change settings or restarting Outlook.

 Note   Downloading headers only is a feature available when you connect to Exchange 2003 or later.

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Automatic versus manual connection behavior selection

You always have the option to manually set the connection behavior. In some cases, you may want to control your connection behavior and the amount of data transmitted to and from Exchange. At the office, when connected to a high-speed local area network (LAN), Download Full Items is probably the best option. If you connect via a service that charges by the amount of data you send and receive, which is common with cellular and GPRS connections, select Download Headers. The amount of data sent over the connection is reduced and your connection time shortened. You can then request only the full items you need.

 Note   Downloading headers only is a feature available when you connect to Exchange 2003 or Exchange 2007.

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Turn Cached Exchange Mode on

  1. On the Tools menu, clickAccount Settings.
  2. On the E-mail tab, click the Exchange Server account, and then click Change.
  3. Under Microsoft Exchange server, select the Use Cached Exchange Mode check box.

If you are unable to turn on Cached Exchange Mode, one or more of the following might apply:

  • You do not have an Exchange e-mail account in your Microsoft Outlook profile     This feature requires that your Outlook profile contain an Exchange account.
  • Your Exchange administrator may have disabled this functionality     Exchange administrators have the ability to disable this feature in Outlook. For more information, contact your Exchange administrator. Additional information for administrators is available in the Microsoft Office Resource Kit.
  • You have installed Microsoft Terminal Services     Cached Exchange Mode uses an Offline Folders file (.ost). This file cannot be used if you have installed Microsoft Terminal Services for Microsoft Windows 2000 Server or Windows Server 2003. However, installing the Terminal Services Client or the Remote Desktop Connection client does not prevent access to this feature.
  1. Exit and restart Office Outlook 2007.

When you are using Cached Exchange Mode, a message may remain in the Outbox for up to one minute until the next synchronization with the server running Exchange occurs. If you want to send the message immediately, do the following:

  • On the Tools menu, point to Send/Receive, and then click Send All.

 Note   In addition to your Exchange folders, Cached Exchange Mode works with shared folders. Examples of shared folders include another person's Exchange folders when you are using Delegate Access, or SharePoint folders. To turn on or off shared folder support when using Cached Exchange Mode, after step 2 in the above procedure, click More Settings, and then on the Advanced tab, select or clear the Download shared folders (excludes mail folders) check box.

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Turn Cached Exchange Mode off

  1. On the Tools menu, clickAccount Settings.
  2. On the E-mail tab, click the Exchange account, and then click Change.
  3. Under Microsoft Exchange server, clear the Use Cached Exchange Mode check box.
  4. Exit and restart Office Outlook 2007.

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Applies to:
Outlook 2007