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How to choose how much Mail Outlook will download to your computer

You might think that Outlook will display all your emails (why not?), But by default, the Outlook client will only store last year emails on your computer. All emails will still exist on the Microsoft Exchange server, but not in Outlook. Here's why Microsoft sets this default and how you can change it.

Note : The following information covers all versions of Outlook 201

3-2019 including Outlook 365. It also only applies if you connect to a Microsoft Exchange server, and this includes when you connect to Hotmail or Outlook.com. If you connect to another service, such as Gmail or a personal mail server, you can configure these options, but Outlook ignores them.

Why does not Outlook show all my emails?

When you install Microsoft Office, it checks your hard disk size to make sure you have enough space to install all the applications. It also uses this check to set a parameter in Outlook that determines how much e-mail is downloaded to your local computer based on the following disk sizes:

  • Less than or equal to 32 GB: Outlook keeps a month by email on your system.
  • Between 32 and 64 GB (not inclusive): Outlook retains three months of email.
  • Same or greater than 64 GB: Outlook retains 12 months of email. 19659008] Microsoft does that because emails take up space on your hard drive, and if you only have a small hard drive, you probably do not want to take much of it with a few large files sent to you two years ago by e-mail , Outlook will continue to download all of your calendar events, contacts, tasks, and everything else. This restriction only affects your e-mail (and your RSS feeds).

    If your e-mail account uses a Microsoft Exchange server (such as Hotmail, Microsoft Live, O365, or many enterprise mail systems), this parameter determines how much mail is being downloaded to your computer. If you use another email provider, such as Google or Yahoo, Outlook will ignore this parameter and download all emails.

    Where is my email and how can I access it?

    The good news is your email has gone nowhere; It is still on your e-mail server. (If you're not sure what an e-mail server is, the short answer is that it's a powerful computer with a large hard drive where your e-mail provider stores all your e-mail. We've written a lengthy response that's worth reading.) You can always access your mail (if you have Internet access), either through Outlook or, depending on your version of Outlook, through a web interface.

    To view your mail in Outlook, scroll down the bottom of the folder. If there are more e-mails on the e-mail server, a message will appear informing you.

    Click "Click here for more information about Microsoft Exchange," and Outlook downloads the rest of your emails down your computer. Make sure you have enough space to download them all!

    RELATED: 7 Ways To Free Disk Space On Windows

    If you have Office 365, you can also access your e-mails through the Outlook Web App. Because the web app is essentially just a window to the Exchange Server, you'll see all your emails. If you use Outlook at work, your IT support staff should be able to help you access the Outlook Web App. If you are at home, visit Office.com and log in there. You can access Outlook – and any other web applications you have access to – after you log in.

    Can I change the default value?

    Yes, you can. In Outlook, go to File> Account Settings and select Account Settings from the drop-down menu.

    In the Account Settings window, select the account for which you want to change the default setting ((19659009)

    In the Change Account window that opens, you see that "Use Cached Exchange Mode" is on, you must have checked, otherwise mail will not be downloaded to your computer. Move the "Email to stay offline" slider to the desired one Period.

    The options are:

    • Three Days
    • One Week
    • Three Weeks
    • One Month [19659023] Three Months
    • Six Months
    • One year
    • Two years
    • Five years
    • All

    NOTE: The options for three days, one week and two weeks are not available in Office 2013, but they are in later releases.

    Select " All "when Outlook downloads all your emails to your computer should, or select the appropriate value for you. (If you can not change the slider, your administrator may have intentionally set this value and prevented you from changing it.)

    Once you've made your selection, click "Next," and Outlook warns you that it will must be restarted.

    Click "OK," close the Account Settings window, and then restart Outlook. Depending on the number of e-mails that need to be downloaded, it may take some time for Outlook to update each folder. At the bottom of Outlook, a message appears as the e-mail is downloaded to each folder.

    And that was & # 39; s; They are done. Outlook will now immediately download all your emails (or whatever you have selected).

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