The Dilemma
Microsoft Outlook stores all the information that you are looking at when
using the program in a .pst file. In order to see the information stored there
on another machine, you must view that same .pst file when opening Outlook on
the other machine. This can be done, but is a little tricky. Follow the
procedure below and you shouldn't have any problem. Once it is done you can open
Outlook on any computer in your home and see the same thing!
First Step - Share the .pst
1. Work out which computer you want to share the PST file on.
2. Get the PST out of wherever it is, and put it in a folder in the root of your hard drive (c, d, whatever) called shared.
3. Redirect outlook on your server computer to look at the file in the new location.
4. Share the folder as "Shared".
5. Make sure network clients have access to it:
98/ME - make sure that in the sharing tab there is no password for read/write
2000 - under the sharing tab, give everyone full permission, under the security tab give everyone full permission
XP - Ensure the "Allow network users to change files" checkbox is ticked
6. Make sure that each computer logs on using exactly the same username and password
7. Map the share on the client computer ("net use o: \\servername\shared" /persistent:yes)
8. Ensure that when you try to open outlook on a client that no other outlooks are open - you cannot access a PST file more than once at a time.
Please not that the above makes NO ALLOWANCE FOR SECURITY. If you network is connected directly to broadband or even with a modem, you need to address that these shares are open with no security.
Step Two - Move .pst to another location
WHILE OUTLOOK IS NOT OPEN
1. Go to Start Menu | Settings | Control Panels | Mail
2. Select "Personal Folders", then click properties
3. Note the path to the personal folders.
4. Click "Cancel" to exit the properties for the personal folders
5. Ensure the Personal Folders listing is selected and click "remove".
You will receive the message "Are you sure you want to remove this information service from the profile"
This will not remove the actual pst file from the computer, only the record of it from the profile
6. Go and get the actual pst file from the path you noted in step 3., MOVE it to your shared folder
7. Go back to the mail control panel, click on "Add" and select "Personal Folders"
8. Browse to the shared folder, select the PST file that you moved.
9. Open Outlook and check that you can see all your mail.
10. Follow essentially the same steps to utilities the PST file from the client computer.
The last thing you want to do in this situation is use the "Leave message on server" option. This definitely has its uses, but this is not one of them. When this option is used, it should never be set on every machine that you check mail on, otherwise your mail will never be deleted from the server and you mailbox will eventually reach its size limit.
