There have been numerous cases reported of Outlook 2011 for Mac not syncing properly with Exchange (both 2007 and 2010, 2003 is NOT supported by Outlook for Mac). The issues vary from mail not syncing at all to delayed and intermittent mail retrieval from the Exchange server to mail disappearing and just about everything in between. The problem is a communication issue between the mail client and the mail server. There is no “official” Microsoft documentation stating this but older documentation for Exchange 2000 and 2003 explains issues regarding mail store parsing by mail clients. Why this pertains to Outlook 2011 on the latest supported version of Exchange (2010) is unknown, but the existence of the issue is undeniable. Various reports from numerous forums (both Microsoft and non-Microsoft) indicate a variety of ways to combat this. Here is where this article will come to your aid. Outlook 2011 and Exchange Best Practices Item Count Limitation: One of the biggest culprits (seemingly) is the high number of items users tend to have in their mail folders. Namely, the inbox and sent items folders. Keeping them under 5,000 or so items seems to keep things in shape. Despite no documentation stating there is a limit for Mac 2011, it’s apparent that reducing mailbox size can drastically improve performance and minimize downtime. Granted most will already have a mailbox in despair and cannot conform to this easily, it should be noted that it can be fixed. New users currently engaged in an Exchange –> Mac setup should follow this main guideline. That is, unless a system admin limits mail store size to something abominably low so this issue is avoided altogether. With new hosted Exchange providers exclaiming with pride about “unlimited mail storage”, you’ll be forced to organize in order to avoid breakage. Here’s what to consider: 1. Keep all folders item counts below 5,000, including the number of items in subfolders. Divide the mail up by year, by quarter, or even by month if you have that much mail. Catalog at your discretion. The best method to organezize (Taxi Driver reference) is to move individual items (by date or whatever you choose) within Outlook itself. Folder creation and movement should be done via webmail. I know for certain you can move folders in Exchange 2010. I need confirmation on 2007. ![]() ![]() There have been numerous cases reported of Outlook 2011 for Mac not syncing properly with Exchange (both 2007 and 2010, 2003 is NOT supported by Outlook for Mac). 2360509 How to troubleshoot Mac Outlook 2011 identity database If the issue continues to occur, go to the next step. Step 5: Remove Outlook preferences This step will determine whether the problem is caused by damaged Outlook preferences. To move preferences to the desktop, follow these steps: Quit all applications. On the Go menu, click Home. Open Library. Moving folders in webmail moves the items almost instantaneously. This is because the processing within the mail store is being done on the mail server itself. Moving large amounts of mail cannot be done in webmail because you can’t select over 50 items or so. It’s a weird little quirk, so just do it in Outlook; it’s easier to manage. Move the folders in webmail and Outlook should see the change within seconds. EDIT: Sometimes folders freak out when near the 5,000 item count. I’ve seen a folder repeatedly try to sync and download non-existent attachments when as low as 4,300. I split this folder into two and BAM it was fixed. The only thing I can suggest is to spend some time on the initial sorting of your stuff and if in doubt, just split the folder up into smaller parts. A fiscal quarter’s worth of inbox items might be 5,500 items, so split it by month just to be safe. Pro Tip #1 Number your folders in order to have them sort nicely. The months aren’t in alphabetical order, so a folder with items from January can be named “01-Jan-Inbox-2012” to get it before the February folder, which you can name “02-Feb-Inbox-2012”. Here’s a sample way to organize: Pro Tip #2 Do not attempt to move more than one clump of mail at a time. If you are, for example, segregating a subset of mail from your inbox, maybe 4,000 messages, move that and WAIT until it completes. You’ll see Outlook initially move the mail into the folder locally. This is expressed with a little progress bar in Outlook. If you switch to the new destination folder you will see that the mail is transferring. This is noted on the bottom; on the status bar. Slow and steady wins the race in this case, so be sure not to overburden Outlook with too many tasks as it is liable to crash.
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