University Computer Help Desk

How to use offline mode in Windows Mail

You can use offline mode in Windows Mail when your computer is not connected to the Internet.

Before You Begin

You can perform the following actions to IMAP email while Windows Mail is in offline mode:

  • Compose new messages.
  • Read and reply to messages you have already received, regardless of whether or not you've previously read them.
  • Move messages from one IMAP folder to another.

Offline Mode in Windows Mail

To use offline mode in Windows Mail, do the following:

  1. Log in to Windows Mail. Make sure you have an active Internet connection. If you are off campus, make sure you also have an active VPN connection (see below).
  2. Synchronize your email by clicking the Send/Receive button. Windows Mail will download all messages in each of your folders. This may take several minutes (or a very long time) depending on the number of messages Windows Mail needs to download and the speed of your Internet connection.
  3. Click File > Work Offline. A check mark will appear in front of Work Offline.
  4. You are now in offline mode. You may disconnect from the Internet.

You may organize your email by moving messages from one folder to another. These changes are applied to the mail server the next time you use Windows Mail in online mode.

While in offline mode, messages you send are stored in your Outbox under Local Folders; they are queued for delivery. Queued messages will be sent the next to you use Windows Mail in online mode.

Online Mode in Windows Mail

To use online mode in Windows Mail, do the following:

  1. Log in to Windows Mail. Make sure you have an active Internet connection. If you are off campus, make sure you also have an active VPN connection (see below).
  2. Click File > Work Offline. This removes the check mark in front of Work Offline.
  3. Changes you made to your IMAP folders are applied to the mail server. Queued messages will be sent when you click the Send/Receive button.

Off-campus users: To check and send email from off campus, you need a VPN connection. You do not need an independent VPN connection if Windows Mail is configured with WebVPN settings, as described in 1409: Configuring Windows Mail with MailVPN settings. Otherwise, you must establish a VPN connection using either the Cisco VPN Client or Network Connect in WebVPN.