In this video, staff author Jess Stratton shows users how to automatically download messages from IMAP accounts, change the interval time, and work offline when traveling.
- [Instructor] When you connect to an Office 365 server, you'll receive email in your inbox as soon as it hits that 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 has remained in sync with the mail server by looking at the status bar on the bottom right hand side. Right now, I can see that it's connected. And I currently have the Microsoft Exchange account, which is Office 365, selected.
If you have more than one account, make sure you've highlighted any item in the right account on the left hand side. For example, now I'll go to my Gmail inbox. I can look at the status, and it's telling me that it's connected to the server. When you're going back and forth between these multiple email types, you'll notice that the home ribbon changes a little bit. So if you only have a Gmail account set up and you're watching this course and things look a little different or if you only have an Office 365 account, it's because some features are only available with Office 365.
For example, I'm on the Office 365 account right now, and I can see I have some features such as the ability to browse groups. But when I change to my Gmail inbox, some things change. The Groups area is gone, because that's not a feature of a Gmail or IMAP account. There's also a new button here on the right, Send and Receive All Folders. This is how you can force sending and receiving your mail manually at any time.
This is useful if you're on the phone with someone and they said they've just emailed you something. But rather than sitting and waiting for that designated interval time to come around when your mail will download, you can come here, click Send and Receive, and it's going to force a download. You can also change to the Send and Receive tab. On the left hand side, you'll see the same button. There's some more features here. If you're traveling, you can take your account offline. This is useful, not only when you're traveling and wanna 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 wanna work undisturbed and then bring yourself back online later.
To take your accounts offline, click Work Offline in the Send/Receive tab. You'll see the task bar change down at the bottom of the screen. It's going to remind you that you're offline. You can still create correspondence. You can 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 again, click Work Offline. You'll be brought back online, and your email will download instantly. You can also change those download times.
Click the down arrow next to Send and Receive Groups. From here, click Define Send and Receive Groups. Where it says Schedule an automatic send and receive, it defaults to checking for new mail every 30 minutes. That might be too infrequent for you. In that case, you can change it to something like five minutes or 15. I'll change it to 15 minutes, and then I'll hit Close.
Now it's going to check my Gmail account a little bit more frequently. I'll go back to the Home ribbon tab. And now it looks familiar.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.