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An offline address book (OAB) is a local copy of an address list collection. OABs are used for address book queries by Outlook clients that are configured in cached Exchange mode. OABs are the only option for Outlook clients that are disconnected from the Exchange server, but they're also queried first by connected Outlook clients as a way to help reduce the workload on Exchange servers. You can configure which address lists are included in an OAB, access to specific OABs, how frequently the OABs are generated, and where the OABs are distributed from.

By default, OABs are generated every 8 hours. To change the OAB generation schedule, see Change the offline address book generation schedule in Exchange Server. To manually update an OAB, see Use the Exchange Management Shell to update offline address books.

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You can configure multiple OABs to be generated by the same organization mailbox, but you can't configure an OAB to be generated by more than one organization mailbox. If you configured an OAB with multiple organization mailboxes, each copy of the OAB had a different unique identifier. So, a full OAB download was required whenever a client was proxied to a different organization mailbox location.

You can configure an OAB to allow a read-only copy (also known as a shadow copy) to be distributed to all organization mailboxes in the organization (also known as shadow distribution). All copies of the OAB have the same unique identifier, so full a OAB download isn't required when a client is proxied to a different organization mailbox location.

The OAB files are generated and stored in the designated organization mailbox, so the destination for OAB download requests is the Mailbox server that holds the active copy of the organization mailbox. The OAB files are copied from the organization mailbox to %ExchangeInstallPath%ClientAccess\OAB\ for retrieval by clients. Clients never connect directly to this backend location. Client requests for the OAB are proxied by the Client Access (frontend) services on a Mailbox server to this backend location.

If a shadow copy of the OAB exists in an organization mailbox in the local Active Directory site (the site where the user is connecting from), then a local Mailbox server is used to download the OAB. However, synchronization of the shadow copy between organization mailboxes is performed on-demand. Here's how it works:

The shadow copy is out of date. Shadow copies are aware when an updated copy of the parent OAB has been generated and published (manually, or by the default 8 hour OAB generation schedule). The affected Mailbox servers will stop distributing the outdated shadow copy to clients.

The first client tries to download the shadow copy will receive error 0x80190194 (BG_E_HTTP_ERROR_404) in Outlook. This will trigger a full copy of the OAB from the parent to the shadow copy. The following events are reported:

The OABRequestHandler will make up to three immediate attempts to copy the OAB files from the Mailbox server that holds the parent OAB generation mailbox. If all three attempts fail, the OABRequestHandler will retry the copy after one hour. The following events are reported:

Recipients that you've hidden in Active Directory by using methods outside of Exchange will be visible in OABs (for example, by using the Windows security descriptor). To effectively hide recipients in OABs, configure the Hide from address lists property for the recipient in the Exchange admin center (EAC) or the HiddenFromAddressListsEnabled parameter in the corresponding recipient management cmdlet in the Exchange Management Shell. For more information, see Hide recipients from address lists. Or, you can create an address list that doesn't include the hidden recipients, assign the address list to the OAB, and assign the OAB to users (directly or by making the OAB the default). For more information about creating address lists, see Create address lists.

Configure the OAB to use an existing organization mailbox on a different server. For more information, see Use the Exchange Management Shell to change the organization mailbox that's responsible for generating an offline address book.

Remember, you can configure multiple OABs to use the same organization mailbox, but you can't configure an OAB to use more than one organization mailbox. If you need multiple copies of the OAB in different locations (typically, in different Active Directory sites), verify that an organization mailbox is exists in the site, and enable shadow distribution for the OAB. For more information, see Use the Exchange Management Shell to enable shadow distribution for offline address books.

An offline address book (OAB) in Exchange Server allows Outlook users in cached Exchange mode to access address list and global address list information while they're disconnected from the server. For more information, see Offline address books in Exchange Server.

You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "Offline address books" entry in the Email address and address book permissions topic.

When you modify the address lists that are configured in an OAB, the values that you specify will replace any address lists in the OAB. To add address lists to the OAB, specify the current address lists plus the ones you want to add. To remove address lists from the OAB, specify the current address lists minus the ones you want to remove.

Typically, you only need to configure multiple organization mailboxes if you have Exchange servers in different Active Directory sites. You can configure multiple OABs to use the same organization mailbox, but you can't configure an OAB to use more than one organization mailbox. If you need multiple copies of the OAB in different locations, enable shadow distribution for the OAB. For more information, see the Use the Exchange Management Shell to enable shadow distribution for offline address books section in this topic.

The Client Access (frontend) services on any Mailbox server can proxy the OAB download request to the correct location. The OAB files are downloaded from the backend location %ExchangeInstallPath%ClientAccess\OAB\ on the Mailbox server that holds the active copy of the OAB's designated organization mailbox (or from the server that holds a shadow copy of the OAB).

Before you enable shadow distribution to distribute a read-only copy of the OAB to organization mailboxes in different Active Directory sites, verify that an organization mailbox exists in each site. To create organization mailboxes, see the Use the Exchange Management Shell to create organization mailboxes section in this topic.

Typically, you only need to create multiple arbitration mailboxes in multi-site Exchange organizations. You can have an organization mailbox in each site, and you can configure shadow distribution for an OAB (so a read only copy of the OAB is stored in all organization mailboxes). For more information, see Use the Exchange Management Shell to enable shadow distribution for offline address books.

In the EAC, go to Servers > Databases. Select the database from the list, and then click Edit (). In the Mailbox database window opens, click the Client settings tab, and verify that the OAB is listed in Offline address book.

Note: If the mailbox has an address book policy (ABP) assigned, and the ABP has an OAB defined, the OAB that's directly assigned to the mailbox will take precedence over the ABP. For more information ABPs, see Address book policies in Exchange Server.

Microsoft Outlook has many new features and enhancements that are related to the offline address book. By default, Outlook uses a cached mode configuration. Because cached mode generates an offline address book, it's important that you understand how to configure the offline address book so that it works efficiently in your Microsoft Exchange organization.

To make it easy for you to find the information that you want, this article is organized in categories in a question-and-answer format.

Q5: How frequently is the offline address book updated on the Outlook client?

A5: If left constantly running, Outlook in cached mode automatically updates the offline address book on the client every 48 hours. The 48-hour time period is measured from the time that the offline address book was last downloaded successfully. For example, if you complete an offline address book download at 09:00 today, Outlook will start the offline address book download two days later at approximately 09:00. Therefore, different people will receive updates at different, random times.

Note The default setting on Exchange Server 2010 and earlier versions is to generate an offline address book differential file every morning at 05:00. For a change that is made in Active Directory to reach the client computer, the following events must occur:

The change must be picked up by the Exchange computer that generates the offline address book files. This can take several hours. At worst, it can take 24 hours. This variable will be referred to as "x."

The update reaches the client machines x+y hours later. It would be rare for a client to ever experience a 72-hour delay or more unless there were some Active Directory or public folder replication issues.

Note For Exchange Server 2013 and later versions, the default schedule is to process the OAB every 8 hours over a period of 1 hour. OAB generation can run at different times based on resource availability.

Q6: How can you tell when Outlook will try its next offline address book download?

A6: Unless you notice the last time that Outlook downloaded the offline address book, you may not know when Outlook is scheduled to try the next offline address book download. No indicator in the Outlook user interface advises you of the offline address book download schedule. Therefore, to manually force a download of the latest offline address book (assuming one is available on the Exchange computer), use one of the following methods: