Learn how to automatically download messages from IMAP accounts, change the interval time, and work offline when traveling.
- [Instructor] When you connect to an exchange server, you'll receive email in your inbox as soon as it hits the mail server. However, if your mail is connected by IMAP, such as when we added our Gmail account, it will have a designated interval to sync or download your messages. I'll show you how to change a interval in a few moments. But you can also make sure Outlook has remained in sync with the mail server by looking at the status bar on the bottom right-hand side of the screen. Right now, I can see that I'm currently connected to my red30tech Exchange account, and all folders are up to date.
I'll click on my Gmail inbox, and I can see now that I am connected to Gmail. The sync was pending, and now they're all up to date. Also, when you're going back and forth between these multiple email types, you'll notice that the home ribbon tab changes a little bit. So if you only have Gmail account set up, and you're watching this course and things look a little different, or if you only have an Exchange account, it's because some features are only available with Exchange. For example, on the Exchange account, now I'm in the home ribbon tab, and I can see I have some additional options on the right-hand side, such as any additional add-ins that my network administrator may have installed for me.
Also, if I come to my Exchange folder list, I have a "groups" folder, which gives me the ability to browse any groups that I have set up in my Exchange account, right from Outlook itself. I don't need the specific app. But when I change to my Gmail tab, every changes. The icons disappear and there's no "groups" folder. I also don't have "focused" inbox in Gmail, because it's not a feature when you're connected with an IMAP account, only Exchange.
So I talked about how mail downloads on a designated interval. You can manually force a send-and-receive. This is useful if you're on the phone with someone and they said they just emailed you something. Rather than waiting for that designated interval time to come around when your mail will download, you can force it by clicking the "send and receive", all the way on the right-hand side of the home ribbon tab. Something else you can do is change to the tools tab, and take your account offline. I'll toggle the "online/offline' button.
This is useful, not only when you're traveling and want to catch up on correspondence and not worry about send-and-receive errors because you aren't connected to the internet, but it's also great if you want to work undisturbed and then bring yourself back online later. I can see down on the bottom right-hand side, that my status tells me the last time the mail was checked, and that I'm working offline. You can still create correspondence, you can still reply to emails, it just won't send it right away or check for new mail. When you're ready to bring yourself back online, toggle the "online/offline" button again.
To change the amount of time in between downloading mail, click "tools" from the top of the screen, change to accounts, click on your IMAP account, in this case it's my Gmail account and then click "advanced" down on the bottom right. In the server area you can see where it's set to sync all IMAP folders every two minutes. This is good for now, but if I wanted to change it to something more frequent or less frequent, I can put a different number in here.
I'll put it back to two and hit "OK". I'll close out of this by clicking the "X" on the top left-hand side.
- Identify why you would need to tell Outlook to allow you to input server settings manually for an email account.
- Recall the easiest way to create folders for your messages.
- Explain how to save the body of an email message as a template.
- Recognize how to allow others to book appointments with you based on your calendar settings.
- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.