Work with Send/Receive groups in Outlook

Also, you can create a Send/Receive group based on an existing group, edit, rename, and remove any of them.

Create a new Send/Receive group

To create a new group of accounts, do the following:

   1.   Open the Send/Receive Groups dialog box by doing one of the following:

• On the File tab, click Options:
  

  In the Outlook Options dialog box, select the Advanced tab.

  Note: You can easily open the Advanced tab in the Outlook Options dialog box by right-clicking the More Apps icon in the Navigation bar and choosing Options in the popup menu (see more about customizing the Navigation bar in Outlook):

  

  In the Outlook Options dialog box, on the Advanced tab, under Send and receive, click the Send/Receive... button:

  
• If you use the Simplified ribbon (see more about customizing ribbons), on the Send / Receive tab, click the Send/Receive Groups dropdown list (if you don't see it on the ribbon, click the More commands button - three points to the very right of the ribbon buttons), then choose Define Send/Receive Groups:
  
• If you use the Classic ribbon, on the Send / Receive tab, in the Send & Receive group, click the Send/Receive Groups button, then choose Define Send/Receive Groups:
  
• Press Ctrl+Alt+S.

   2.   In the Send/Receive Groups dialog box, click the New... button:

   3.   In the Send/Receive Group Name dialog box, type a name for the new Send/Receive group, then click OK:

All available accounts are listed in the Send/Receive Groups dialog box (see below).

Include and exclude accounts to a Send/Receive account group

To include into or exclude an account from the Send/Receive group, open the Send/Receive Groups dialog box (see above), then do the following:

   1.   Select the group account to which you need to include or exclude accounts, then click the Edit... button:

   2.   In the Send/Receive Settings dialog box:

• Select the Include the selected account in this group checkbox to include the account in the account group,
• Clear the Include the selected account in this group checkbox to exclude the account from the account group:

Create a Send/Receive group based on an existing group

Instead of creating a new group of accounts and reviewing each account to include or exclude it, you can copy an existing group and make only the necessary changes. To create a new Send/Receive group based on an existing one, do the following:

   1.   In the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to copy, and then click the Copy... button:

   2.   In the Send/Receive Group Name dialog box, type a name for the new Send/Receive group, and then click OK:

Select the new copied Send/Receive group, then make changes in the Send/Receive Settings dialog box by clicking the Edit... button.

Edit the accounts group

For each account group, you can configure various actions, such as:

• Is the account included when sending or receiving mail - see how to include and exclude an account from a group,
• Whether mail should be sent or received or both from the account - see how to set up an account as Send-Only or Receive-Only,
• How often send/receive actions can be performed - see how to change the intervals between sending and receiving mail sessions,
• Restrictions on the size of downloaded messages - see how to change the size of downloaded messages (only works for some accounts),
• Download only the headers of new messages - see how to configure the download of only message headers (works only for some accounts),
• Settings for Outlook offline mode (see below).

To make changes in the Send/Received group, in the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to modify:

• Under Setting for group {group name}:
  • Customize whether an account is included when you send or receive mail by selecting or deselecting the Include this group in send/receive (F9) checkbox (selected by default),
  • Modify the scheduled send/receive interval in the Schedule an automatic send/receive every {X} minutes field (selected and set to 30 minutes by default),
  • Configure the need to start a sending/receiving session when closing Outlook by selecting or deselecting the Preform an automatic send/receive when exiting checkbox (deselected by default).
• Under When Outlook is Offline, customize settings for offline work.

To edit the account settings in the Send/Receive group, such as size limits, in the Send/Receive Groups dialog box, click the Edit... button:

Make the necessary changes in the Send/Receive Settings dialog box, then click OK.

Rename a Send/Receive group

To rename a group of accounts, do the following:

   1.   In the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to rename, and then click the Rename button:

   2.   In the Send/Receive Group Name dialog box, type a new name for the selected group, then click OK:

Remove the group of accounts

To remove the group of accounts, in the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to delete, and then click the Remove button:

Notes:

1. The account information is not deleted when you remove a send/receive group.
2. You cannot delete the All Accounts send/receive group.
3. When you delete an account in Outlook, they are automatically removed from the sending and receiving groups.