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Recommended Relationship Settings

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See the screenshots for examples and descriptions of typical relationship settings.  Screenshots are of calendar relationships which include all possible settings.  Task and Contact relationships contain either the same settings or a subset.  All settings for calendar relationships apply to those types as well.

Folder Publication and Folder Aggregation (One-way)

Documentation Convention

In the first screenshot, the most important settings for defining the configuration are highlighted in red.  In each subsequent screenshot, only the differences from the previous configuration are highlighted.

Folder Publication (One-way)

This is the most common configuration.  Publication of a source folder consists of a one-way relationship where edits and deletions in the source folder are mirrored in the destination.  In the destination folder, edits and deletions of copied items do not affect the source folder.  Destination edits and deletions are undone on the next synchronization, replacing the affected items with fresh copies of the original items from the source folder.  This enforces a common view of the source folder contents.  The term publication implies that the owner of the destination folder has no control over the items residing in the source folder.

In the example shown, the relationship is from a public calendar to a user.

If an appointment in the public folder is edited, the copy in the user's folder will be replaced with a new copy of the changed appointment.  Interim changes to the user's old copy, if any, will be discarded (conflict resolution).
If the user edits their copy of a public folder appointment, changes to the user's copy will be discarded and replaced with a new copy of the original item from the public folder.
If an appointment is removed (deleted or moved) from the public folder, its copy will be removed from the user's folder.
If the user removes their copy of a public folder appointment, a new copy of the original item from the public folder will be created.

This relationship is popular because the user cannot accidentally delete copied items.  The destination folder therefore always reflects the entire contents of the source folder.  This makes it easy to verify the correct operation of synchronization.  All of these behaviors are unaffected by the location of source and destination folder, public or private, or the folder type, calendar, contact or task.

Technical Details

The only option which is affected by the location of the source and destination folders is the Skip Private Items setting, which only affects items that are marked private in the source folder.  Since items in a public folder cannot be marked private in Outlook, this option does not apply to public-to-private and public-to-public relationships.

Folder Publication with Pruning (Partial One-way)

Folder Publication with pruning (One-way with "Do Nothing" destination deletions)

This configuration is less common.  Because items can be removed from the destination folder without creating a new copy from the source, once an item is deleted it can never be synchronized again.  Removing destination copies in this manner is called pruning.

Like regular publication, publication with pruning consists of one-way relationship(s) where edits and deletions in the source folder are mirrored in the destination.  Also like publication, edits and deletions of copied items do not affect the source folder.  Destination edits are still undone on the next synchronization as well.

Where publication with pruning differs from publication is that destination deletions are not undone on the next synchronization.  Instead, the source item remains unchanged but is no longer copied to the destination.  This allows the user to "get rid of" certain items without affecting any other folder.

In the example shown, the relationship is from a public calendar to a user.

If an appointment in the public folder is edited, the copy in the user's folder will be replaced with a new copy of the changed appointment.  Interim changes to the user's old copy, if any, will be discarded (conflict resolution).
If the user edits their copy of a public folder appointment, changes to the user's copy will be discarded and replaced with a new copy of the original item from the public folder.
If an appointment is removed (deleted or moved) from the public folder, its copy will be removed from the user's folder.
If the user removes their copy of a public folder appointment, no further copies will be made of that appointment to this user.

This relationship is used for various reasons, such as limitations on space in mobile devices, or to allow users to clear space on their calendars taken by synchronized meetings they will not be attending.

The difficulty with this relationship is the occasional accidental deletion of an item necessitates either a manual, unsynchronized copy of the item be placed in the user's folder, or that the relationship needs to be deleted and rebuilt in order to bring back the item.

Another drawback is the destination usually does not contain the exact contents of the source folder, making verification of correct synchronization difficult.  For these reasons, we recommend you only use this configuration if you are certain it is necessary.

Folder Participation and Folder Grouping (Two-way)

Folder Participation (Two-way)

This is a less common configuration because the user can accidentally delete items from the source folder, causing confusion.  For a more common configuration which still allows shared editing control, see the next section, Folder Participation with Restricted Deletion.

Participation consists of a two-way relationship where edits and deletions in either the source or destination folder are mirrored in the other.  The term participation implies that the owner of the destination folder has at least some control over the items residing in the source folder, not just their copies.

Be Aware

Note that participation in a source folder is different than making two folders equivalent.  The folder participation configuration is a single relationship, which only includes the contents of the source folder in the destination folder, not vice-versa.  The original contents of the destination folder, which were there prior to synchronization, are not brought to the source folder.  If you want to make the folders equivalent so that both folders contain the combined contents of the two, you will need another relationship going from the destination folder to the source (called a mutual relationship).

In the example shown, the relationship is from a public calendar to a user.

If the user edits their copy of a public folder appointment, the original appointment in the public folder will be replaced with the changed appointment from the user.  Interim changes to the original item in the public, if any, will be discarded (conflict resolution).  Even though the appointment in the source has been replaced, it is still considered the original item, not a copy.
If an appointment in the public folder is edited, the copy in the user's folder will be replaced with a new copy of the changed appointment.
If an appointment is removed (deleted or moved) from the public folder, its copy will be removed from the user's folder.
If the user removes (deletes or moves) their copy of a public folder appointment, the original item from the public folder will be deleted.

Folder Participation with Restricted Deletions (Partial Two-way)

Folder Participation with Restricted Deletions

This is the recommended and most common configuration of Folder participation because the user cannot accidentally delete items from the source folder.

This form of sharing a source folder consists of a two-way relationship where edits in either the source or destination folder are mirrored in the other.  Deletions from the source folder are reflected in the destination, but deletions in the destination do not affect the source.  Instead, a new copy of the source item is created in the destination.

The term participation implies that the owner of the destination folder has at least some control over the items residing in the source folder, not just the copies in the destination.  In this case, the control is the ability to edit but not to delete.

In the example shown, the relationship is from a public calendar to a user.

If the user edits their copy of a public folder appointment, the original appointment in the public folder will be replaced with the changed appointment from the user.  Interim changes to the original item in the public, if any, will be discarded (conflict resolution).  Even though the appointment in the source has been replaced, it is still considered the original item, not a copy.
If an appointment in the public folder is edited, the copy in the user's folder will be replaced with a new copy of the changed appointment.
If an appointment is removed (deleted or moved) from the public folder, its copy will be removed from the user's folder.
If the user removes (deletes or moves) their copy of a public folder appointment,  a new copy of the original item from the public folder will be created.

This relationship is popular because the user cannot accidentally delete items in the source.  The destination folder therefore always reflects the entire contents of the source folder.  This makes it easy to verify the correct operation of synchronization.

Other Variations

Folder Publication with Preserved Destination Edits

Folder Publication with Preserved Destination Edits

This is a less common configuration which allows a user to make edits to the destination copies.  The edited item is preserved and a new copy of the original item is made in the destination.

This is not a recommended configuration because frequently the synchronized item cannot be told apart from the non-synchronized copy with the user's edits.   Sometimes users mistake this for duplication, especially if further edits are made to the synchronized version of the item, resulting in an additional copy from the source.

If this configuration is chosen, it is recommended to make the edited copy distinguishable by, for example, changing the message subject field.

Folder Participation with Deletion Marking in the Source

Folder Participation with Deletion Marking in the Source

This is another less common configuration which allows a user to delete an item from the destination folder. Add2Exchange then marks the original item in the source folder with the tag "Deleted" and does not copy the item to that user again.  If other relationships exist from the source folder, they will also copy the "Deleted" tag to their destinations.

This configuration can allow users to "vote" an item be deleted from the source folder, while maintaining centralized control of actual deletion of items from the source folder.

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