[Ham-Computers] RE: Keeping two email PST files in sync

[Hsu, Aaron (NBC Universal)]

See replies in-line...

>>> You wrote:
The idea of running a server doesn't allow me untethered access and so is not realistic.  However, could I download email and leave it on the server as well?

>>> My reply:
If you configure Outlook to keep messages on the server, it brings down a "copy" of the e-mail to the local machine and a copy remains on the server.  Therefore, you'll have a copy on both the server and the local PC.  This this messy though as if you then use a second PC to download the e-mail, then there are now three copies of the same e-mail in existance.  If you should then delete the copy from one PC, it should also delete the copy on the server.  However, the e-mail still exists on the 2nd PC and you'll also need to delete it there.  Thus, true syncronization is difficult as you need to perform two deletes on the same e-mail in order to delete it from both systems.  I have clients that have their e-mail setup this way (shared account) and they often run into sync issues where someone D/L'd the e-mail and then deleted it after reading it before another person had a chance to download and read.  Get's really messy as some people have copies of e-mail others have already deleted.


>>> You wrote:
Alternatively, could I create a rule there to download all my email to two different accounts, one for each laptop?  This might be the best way if I have a server that could do this.

>>> My reply:
Yes, if you have a "spare" system lying around, set it up to run Outlook 24/7.  Create a rule to automatically forward all e-mails to the e-mail accounts for the two laptops.  This will allow both laptops to have the same mail, but you'll have the problem of "delete" syncs.  Also, you'll need to delete the original e-mail from the system that's running the rules.  Or, instead, have the rule "Redirect" the mail rather than forwarding it - this will make the forwarding system a re-director.  If you wish, you could also have this system save a copy of each e-mail in a PST.  Again, you'll have "delete" sync problems as you'll need to delete e-mail from all three systems.  On a side note, replying to e-mails may be confusing to the other party as when you reply, the return-address may be different as you're responding with a different e-mail account.


I understand your desire to have an "off-line" way to read and respond to e-mails.  Now that I think about it, I have another suggestion...

How about using a USB flash memory key to store the PST file?  You can get 1GB memory keys for about $30 or less these days.  Configure Outlook on both systems to save the PST on the USB key and just port the carry the key with you.  This is probably a much more elegant solution to your question.  Just make sure to backup the key once in a while!

BTW, if your PST is >1GB, split it apart as PST's tend to get corrupted when this large and *will* break at 2GB (documented limitation in PST files).

GL & 73,

  - Aaron Hsu, NN6O