In this video, Jess Stratton shows users how to automatically download messages from IMAP accounts, change the interval time, and work offline when traveling.
- [Narrator] 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 that interval in a few moments. But you can also make sure Outlook as remained in sync with the mail server by looking at the status bar on the bottom right hand side of your screen. Right now I can see that it's connected. And I currently have the gmail account selected.
If you have more than one email account be sure you've highlighted any item in the correct account on the left hand side first then look at the status. For example, it's changed and now it says it's connected to Microsoft Exchange. While you are going back and forth between these multiple email types, you'll notice that the contents of the home ribbon tab changes. So if you only have a gmail account set up and you're watching this course and things look a little bit different or if you only have 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 you'll see that I have a lot of features on the right hand side here. Such as the ability to browse groups. But when I change to my gmail tab, everything changes. But the groups area is gone. Because that's not a feature of an IMAP account. There's also a new button here on the right that says send and receive all folders. This is how you can force send and receive your mail manually at any time.
This is useful if you're on the phone with somebody and they said that they just emailed you something. Other than waiting for that designated interval time to come around when your mail will download, you can come here and click send and receive and it's going to force a download. You can also change to the send and receive tab and on the left-hand side, click the same button. If you're traveling you can take your account offline. This is useful not only when you're traveling and you 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. To take your accounts offline, while still in the send and receive tab, click work offline. You'll see the bottom task bar change. This is going to remind you that you're working offline. You can still create correspondence. You can reply to emails, it's just not going to check for new mail. When you're ready to bring yourself back online, you can click work offline again and you'll be brought back online and your mail will download.
To change those download times, select send and receive groups and then choose define send and receive groups. Where it says schedule an automatic send and receive every, it defaults to 30. But you can change this. I'll change it to 15 and then I'll hit close. Now it's going to check my gmail email a little more frequently. Finally, at any time from the send and receive tab, you can click send and receive groups and only sync certain items.
Such as your exchange account or you gmail account. This is also useful if you're traveling and you need to keep your data limit to a bare minimum.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data