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Setting Up Send/Receive Groups
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To set up or modify send/receive groups in Outlook 2007, choose Tools, Send/Receive, Send/Receive Settings, De ne Send/Receive Groups. Outlook 2007 displays the Send/Receive Groups dialog box, shown in Figure 8-10. By default, Outlook 2007 sets up one group named All Accounts and con gures it to send and receive when online and of ine. You can modify or remove that group, add others, and con gure other send/receive behavior in the Send/Receive Groups dialog box.
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Figure 8-10. You can specify send/receive actions in the Send/Receive Groups dialog box.
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When you select a group from the Group Name list, Outlook 2007 displays the associated settings in the Setting For Group area of the dialog box:
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Include This Group In Send/Receive (F9) Select this check box to have Outlook
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2007 process accounts in the selected group when you click Send/Receive on the message form toolbar or press F9. Outlook 2007 provides this option for both online and of ine behavior.
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Sending and Receiving Messages
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Schedule An Automatic Send/Receive Every n Minutes Select this check box to
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have Outlook 2007 check the accounts in the selected group every n minutes (the default is 30 minutes). Outlook 2007 provides this option for both online and of ine behavior.
Perform An Automatic Send/Receive When Exiting Select this check box to have
Outlook 2007 process the accounts in the selected group when you exit Outlook 2007 from an online session.
Creating New Groups
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Although you could modify the All Accounts group to process only selected accounts, it s better to create other groups as needed and leave All Accounts as is for those times when you want to process all your e-mail accounts together. Follow these steps to create a new group: 1. In Outlook 2007, choose Tools, Send/Receive, Send/Receive Settings, De ne Send/Receive Groups. 2. Click New, type the name for the group as you want it to appear on the Send/ Receive submenu, and click OK. Outlook 2007 displays the Send/Receive Settings dialog box, shown in Figure 8-11.
Figure 8-11. You can con gure account processing in the Send/Receive Settings dialog box.
3. In the Accounts bar on the left, click the account you want to con gure. By default, all accounts in the group are excluded from synchronization, indicated by the red X on the account icon. 4. Select the Include The Selected Account In This Group check box to activate the remaining options in the dialog box and to have the account included when you process messages for the selected group.
Controlling Synchronization and Send/Receive Times
5. In the Check Folders From The Selected Account To Include In Send/Receive list, select the check box beside each folder that you want Outlook 2007 to synchronize when processing this group. 6. Select other settings, using the following list as a guide:
Send Mail Items Select this check box to have Outlook 2007 send outgoing mail
for this account when a send/receive action occurs for the group.
Receive Mail Items Select this check box to have Outlook 2007 retrieve incoming
mail for this account when a send/receive action occurs for the group. cache folder home pages of ine so that they are available to you any time.
Synchronize Forms Select this check box to have Outlook 2007 synchronize 8 Make Folder Home Pages Available Of ine This check box has Outlook 2007
changes to forms that have been made locally as well as changes that have been made on the server.
Download Of ine Address Book When this check box is selected, Outlook 2007
updates the of ine address book when a send/receive action occurs for the group.
Get Folder Unread Count For Internet Message Access Protocol (IMAP) accounts
only; you can select this option to have Outlook 2007 get the number of unread messages from the server. 7. If you need to apply lters or message size limits, do so. Otherwise, click OK, and then click Close to close the Send/Receive Groups dialog box.
For information on how to apply message size limits, see the upcoming section Limiting Message Size.
Other options for the send/receive group are explained in the following sections.
Modifying Existing Groups
You can modify existing send/receive groups in much the same way you create new ones. Choose Tools, Send/Receive, Send/Receive Settings, De ne Send/Receive Groups. Select the group you want to modify and click Edit. The settings you can modify are the same as those discussed in the preceding section.
Limiting Message Size
You can also use the Send/Receive Settings dialog box to specify a limit on message size for messages downloaded from the Inbox of the selected Exchange Server account. This provides an easy way to control large messages that arrive in your Exchange Server account. Instead of downloading messages that are larger than the speci ed limit, Outlook 2007 downloads only the headers. You can then mark the messages for download or deletion, or simply double-click the message to download and open it.
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