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How to filter which items Outlook downloads from Exchange



If you have limited space or a slow Internet connection, you may want to limit what Outlook downloads. We showed you how to control the items that Outlook downloads based on the age of the items. However, this is not very flexible. It also works only for emails in your mailbox (and for Outlook 201

6 and above for delegating mailboxes). So if you have access to public or shared folders, or have many calendar events and tasks, you have to do this another option. Folder Synchronization which allows you to filter things that Outlook downloads to folders.

CONNECTED: How to Delegate Your Outlook Account to Someone

Note: Folder synchronization works with all supported versions of the Outlook client when using a Microsoft Exchange Server connected, including 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 may ignore them.

You can access the synchronization options for a folder by clicking Folder> Folder Properties.

You can also right-click the folder in the navigation pane, and then click the Properties command.

In the Properties window of the folder, go to the "Synchronization" tab.

The good news is that there is only one thing to do On this tab: Create your filter. Click the "Filter" button to open the filter window and get started.

In the Filter window, you can select the condition (or conditions) that a message must meet for Outlook to download to this folder. Any e-mail that does not meet these conditions will still exist on the server, and you will be able to access those e-mails online through the Outlook Web App or Outlook.

Each folder may have different synchronization filters, so creating a filter for your Inbox will not affect other folders. You'll need to create a separate filter for each folder, so it only makes sense to use that folder for folders with many items.

Right now, in my inbox emails where I already have CC files are not that important, so we'll create a filter that only syncs emails that are sent to me and that I'm the only one in Person in the line "To" am.

Add a name to the name "To" "Select the" Where am I? And then select "the only person in the To line" from the drop-down menu to the right.

Click the "OK" button. A warning message will appear.

This message means that all emails that match your filter will be downloaded to the folder and all emails that do not match your filter will be removed from the local folder – mismatched emails will not be deleted, they will still be available in the Outlook Web App, and if you change or remove the filter, Outlook will be able to download it again.

In the message, click OK, and then click OK in the Properties window. Restart Outlook, and the filter should be applied immediately – folders with thousands of emails may take some time to resynchronize, and once your mail filter is synchronized, you can compress your mailbox to free up space to maximize

To remove the filter, return to the Filter window and click the "Delete All" button. Close the open windows and restart Outlook to apply the changes.

This syncing tool works great for shared mailboxes, where only emails are sent to you or your team. You can also use it to stop viewing emails or calendar events older than a certain age, filter out large attachments, stop syncing emails from specific addresses, and more. The filter criteria are manifold. So if you want to filter specific emails, you should be able to find a combination of filtering criteria that you can use to do this.


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