Properly Integrating Outlook in VDI Environments

Under Virtual Desktop Infrastructure (VDI) is meant the hosting of a desktop operating system using a virtual machine (VM) running on a central server. The user’s desktop here represents merely a virtual copy of a central desktop in the data center, which users can access regardless of their location. This service is also referred to as Desktop as a Service (DaaS).

Using Outlook in Cached Exchange Mode?

Normally, Outlook runs in Cached Exchange Mode in VDI-Exchange environments. In this process, a copy of the mailbox is downloaded into an OST file and stored on the desktop. In this mode, performance and search speed in Outlook are at their best. However, this option is impractical in VDI environments: OST files are stored locally, which almost always leads to complications in VDI setups. Additionally, these files require significant disk space and memory.

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Advantages and Disadvantages of Outlook in Online Mode

The solution to this first problem is obvious: Online Mode does not generate OST files. Furthermore, sending and receiving emails as well as all search queries in Outlook run through the Exchange Server. If the server is prepared for the high load, this option is likely the better one. However, the advantage can quickly turn into a disadvantage: If no internet is available, users cannot access Outlook. This contrasts with Cached Exchange Mode, where at least the already received data remains available offline. Additionally, Outlook search performance decreases.

Achieving Optimal Search Speed with Lookeen

However, optimal search speed can also be achieved differently: Professional search tools like Lookeen find the right data in record time. The Outlook add-on also works in VDI environments such as VMware, Citrix, HyperV, or Terminal Server. Using full-text search, Lookeen scans not only emails but also contacts, Word documents, and PDF files. It searches not just headings and file names, but the complete content of the files.