Outlook dual mail account setup: POP and Exchange.

We have a couple of clients with an unusual setup for Outlook. They make use of our hosted Exchange service for Calendars and Contacts collaboration but, their email is on a GMail account and access in Outlook via POP.

The admin assistants for these high level CEOs put appointments into their boss' calendar. But, the shared calendars would refresh very slowly when paged to from another section of Outlook.

If you are having this kind of problem with a POP/Exchange hybrid account, the solution is available in Outlook 2007: Configure separate data files for each account.

This was not possible in previous versions of Outlook (XP, 2003, etc) but, works a treat in 2007. The Exchange account should use a .OST cache file, as usual. The Gmail account should use a .PST.

Here's how:

  1. Configure both accounts in the usual way in Outlook:

  2. Highlight the Gmail (or other POP) account and click the "Change Folder..." button.

  3. You will get a dialogue box asking you which folder. Click the "New Outlook Data File..." button.

  4. Highlight the top selection.

  5. Choose a folder to store your mail file in.

    (Default path is: "c:\documents and settings\%username%\Local Settings\Application Data\Microsoft\Outlook\")

  6. Here is what it should look like with the Gmail account highlighted.

This ends up creating two separate sets of folders in Outlook but, most users agree that the vast increase in speed is well worth it.

For more information please contact:
Chris Thompson
Network Engineer