Microsoft KB Archive/294759

= OL2002: How to Share Outlook Folders by Using the Windows Briefcase =

PSS ID Number: 294759

Article Last Modified on 10/17/2001

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The information in this article applies to:


 * Microsoft Outlook 2002

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This article was previously published under Q294759





SUMMARY
When you use Microsoft Exchange Server with Microsoft Outlook, you can share information in the Messaging Application Programming Interface (MAPI) folders, such as the Calendar, Contacts, and Tasks folders.

This article describes how you can share MAPI folders by using the Microsoft Windows Briefcase if you are not using an Exchange Server network.



MORE INFORMATION
Use the steps in this section to share MAPI folders by using the Windows Briefcase.  Use the Import and Export Wizard in Outlook to export the MAPI folder that you want to share to a new personal folders (.pst) file. To do this:  On the File menu in Outlook, click Import and Export. Under Choose an action to perform, click Export to a personal folder file (.pst), and then click Next. Click to select the MAPI folder that you want to share, and then click Next. In the Save Exported File As box, type a path to a shared directory on the local computer, or on a server that allows access to everyone. Click Finish.</li></ol> </li> Assign full access to the new .pst file to users who need to be able to update the data. Assign read-only access to users who only need to view the data.NOTE: Briefcase synchronizes files, but not the individual items that are in files. If many users have access to update the data in their local copy and then synchronize that data, updates from User A may overwrite updates from User B. It is recommended that there are only a few users that have access to update the files.

</li> Create a Briefcase folder on any computer that needs to share the .pst file. To do this: <ol style="list-style-type: lower-alpha;"> In Microsoft Windows Explorer, open the folder where you want to create the new Briefcase icon.</li> On the File menu, point to New, and then click Briefcase.</li> Rename the Briefcase with a descriptive name (for example, Outlook Share).</li></ol> </li> Copy the .pst file from step 1 to the new Briefcase to make a synchronized copy.NOTE: Outlook does not allow access to .pst files that are currently being accessed. On the File menu, click Exit, and then click Log Off to close Outlook.

</li> On the File menu in Outlook, point to Open Special Folders, and then click Personal Folder.</li> In the Connect to Personal Folders dialog box, locate and open the new Briefcase.</li> Click to select the .pst file, and then click OK to load this file to your current Outlook profile.</li> Repeat steps 3 through 6 on each computer that needs to access the shared folder.</li></ol>

Before you restart Outlook, each user must right-click the Briefcase in Windows Explorer, and then click Update All on the shortcut menu. When you restart Outlook, it has the latest copy of the shared data.

Users who have access to update the shared data should also update the Briefcase each time that they quit Outlook, so that the shared copy is synchronized.

With Briefcase, users who have access can also replace the shared copy with their local copy to add updates from their local computer.

For more information about Briefcase, please see the following articles in the Microsoft Knowledge Base:

142574 How to Install and Use Briefcase

134483 Briefcase Synchronization Copies Are Deleted By Default

Additional query words: OfficeKBHowTo

Keywords: kbhowto KB294759

Technology: kbOutlook2002 kbOutlook2002Search kbOutlookSearch kbZNotKeyword3

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