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Administering the offline address book in Outlook – Question Info
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Type “%USERPROFILE%\AppData\Local\Microsoft\Outlook” (without quotes) in the Start menu search box. Press the “Enter” key on your keyboard to bring up a folder. OutlookAddressBookView is a simple utility that displays the details of all recipients stored in the address books of Microsoft Outlook. If you’re running Outlook or Outlook , click File on the Office ribbon, click Account Settings, and then click Account Settings. In the E-mail Settings.
Note For Exchange Server and later versions, the default schedule is to process the OAB every 8 hours over a period of 1 hour. OAB generation can run at different times based on resource availability. Q6: How can you tell when Outlook will try its next offline address book download?
A6: Unless you notice the last time that Outlook downloaded the offline address book, you may not know when Outlook is scheduled to try the next offline address book download.
No indicator in the Outlook user interface advises you of the offline address book download schedule. Therefore, to manually force a download of the latest offline address book assuming one is available on the Exchange computer , use one of the following methods:.
Manually download the address book by following the steps appropriate for your versions of Outlook. Click OK. If Outlook determines that either sequence ID is high as compared to the sequence ID that was downloaded, Outlook triggers the download. Q7: How frequently are the offline address book files generated on the Exchange computer? A7: By default, Exchange Server and earlier versions generate the offline address book files every morning at For Exchange Server and later versions, the default schedule is to process the OAB every 8 hours over a period of 1 hour.
Q8: How is the offline address book updated on the server and on the client? A8: Each day, the Exchange computer generates a full offline address book and a differential file from the previous day.
The Exchange computer stores the differential file and the full file for the current day and stores only the differential files for the previous days. The following table outlines the process that Exchange and Outlook use to determine which offline address book files to download to the client.
Download differential sequence 3 and sequence 4 or offline address book sequence 4 if differential sequences 3 and 4 are greater than one-eighth the size of a full offline address book sequence 4. Q9: What are typical offline address book sizes?
The following factors can affect the size of the offline address book:. The usage of certificates in a company. The more PKI certificates, the larger the offline address book. They are the single largest contributor to the offline address book size. The information that a company adds to Active Directory for each user and each distribution group. For example, some organizations populate the address properties on each user; others do not.
Q Can I update the offline address book files on the Exchange computer more frequently? A We do not recommend that you update more frequently as this may affect client and server performance. Generating the offline address book files on the Exchange computer on a more frequent basis may cause performance problems on the server. You can see the performance impact in the following aspects:.
The server has to generate the offline address book more frequently. It might take hours to complete, depending on the size of Active Directory. For each update, Outlook must make a copy of the offline address book in the local computer and apply the incremental changes that are fetched from the server. If the offline address book on the local computer is MB, Outlook would have to create a copy of that much data with each update.
Outlook has a “throttling” mechanism that slows down the offline address book update when user activity is detected. Depending on the size of the offline address book, the update can take anywhere from one hour to eight hours if there is continuous user activity. If you want to increase the frequency of your updates, make sure your offline address book is reasonably small.
A good size is in the range of 1 MB to 25 MB, uncompressed. To customize the generation of these files on the server, follow these steps. Exchange Server and Exchange Sever Right-click the offline address list that you specified for your mailbox store, and then click Properties. In the result pane, click the Offline Address Book tab, and then select the offline address book that you want to configure.
If you have increased the generation frequency of the offline address book files on your Exchange computer, you can also increase the frequency of the client offline address book downloads. To do this:. Click your Exchange account, and then click to select the Include the selected account in this group check box.
Under Select the options you want for the selected account group, make sure that the only check box that is selected is Download offline address book , and then click OK. Q Can I programmatically download an offline address book through the Outlook object model?
A No. Offline address book downloads are not exposed through the Outlook object model. Q I added a new user to Active Directory, but the user does not show up in Outlook. A The offline address book is not up to date. Two events must occur before the changes show up in Outlook:. The server must generate the offline address book and include the changes in the differential files.
If you are sure that the first event has occurred, you can perform a manual download of the offline address book. To do this, follow these steps:. If you make frequent changes to the offline address book, you may want to modify the way that Outlook computers on your network access the Address Book.
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Note: If you want to add names or email addresses, see Add people to the address book. To make changes to the address book, see Make changes to entries in the address book. What would you like to do? In the Address Book list, choose the address book you want to view. Note: Existing address books are listed.
The following types of address books can be displayed in the address book: Global Address List To display this address book, you must use a Microsoft Exchange Server account. On the Tools menu, click Account Settings. On the Address Books tab, click New. Click More Settings. Click the address book that you want to add, and then click Next. You must exit and restart Outlook to use the address book that you added. On the Address Books tab, click the address book that you want to remove.
Click Remove. All shortcuts you have created will be removed. Click Yes to have Outlook update the Outlook Bar shortcuts so that they point to your new.
Because your data remains on the Exchange server, you can re-create this. Note: Personal Address Books. When you upgrade to Outlook , you are prompted to import any. If you choose not to import the. The Offline Address Book. It contains information, such as names, e-mail address, titles, and office locations, from the Global Address List GAL on the server that runs Exchange.
You do not have to back up or restore this file. This is file is created and updated automatically. The Auto-Complete List is a feature that displays suggestions for names and e-mail addresses as you begin to type them. These suggestions are possible matches from a list of names and e-mail addresses from the e-mail messages that you have sent.
In Outlook , the Auto-Complete List file. If you are using an Exchange Server account, your Auto-Complete List is saved in your mailbox on the server that runs Exchange.
This enables your Auto-Complete List to be used from any computer that you use Outlook with your Exchange account. Click the File tab. On the E-mail tab, the list of accounts indicates the type of each account. See the section Find and transfer Outlook data files from one computer to another for location information. The Outlook Data Files.
These files are used as copies of information on your mail server account and not intended to be moved or restored. A new Outlook Data File. Your Auto-Complete List, therefore, is unique to the computer and profile where the account is set up and the entries do not appear in any other profile or computer that you use. Note: If you upgraded to Outlook from a version of Outlook earlier than Microsoft Outlook , you might have an.
Click the “Start” to open the Start menu and Search field. If your Outlook application is associated with a Microsoft Exchange account and you are moving your data to a new computer, do not move the OST file from the old computer to the new one.