When should I synchronize Outlook with GMS Address Book or GMS Folders?

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Question

I notice two options in Outlook; synchronize with "GMS Folders" and "GMS Address Books". Which should I use and when?

Answer

The option to synchronize GMS Address Books applies to the Global and System Address Books held on the GMS server. These are automatically synchronized at regular intervals, every 10 minutes being the default interval. However if you are aware of a change having recently been made to one of the address books then you can force an immediate synchronization by selecting the option Synchronize GMS Address Books under the Tools menu in Outlook. The default synchronization time can be changed by s3electing Tools > Options > GMS Collaboration within Outlook.

The option to synchronize GMS Folders applies to all of personal server based folders including:

  • Calendar
  • Contacts
  • Journal
  • Notes
  • Tasks

Synchronization of GMS Folders works in a different way to that for GMS Address Books, and by default only takes place at the end of an Outlook session, i.e. when Outlook is closed down. If you wish to force a synchronization at any other time then select Synchronize GMS Folders from the Tools menu in Outlook. The default mechanism can be changed by s3electing Tools > Options > GMS Collaboration within Outlook.

Note: For those using dual access to the mail server via both Outlook and GMS Webmail you should be aware that the Contacts folder in Outlook is mapped to the My Addresses address book in GMS Webmail and vice versa.

See Also:

Keywords:mapi outlook sync gms collaboration address book

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