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Edit an Auto Send/Receive Group

Author: Kelly Last Modified: 2020-01-14

By default, Outlook receives emails automatically at a regular interval (30 minutes). You can change the auto send/receive rules as you need, says the send/receive interval when Outlook is online, and the like.

Note: This tutorial is introduced based on exchange account in Microsoft Outlook 2019 desktop program in Windows 10. And it may vary significantly or slightly depending on the types of email accounts (Exchange, IMAP or POP), the versions of Microsoft Outlook, and Windows environments.

Edit online settings of a send/receive group

You can change both online and offline settings for a certain send/receive group separately in Outlook. This section will guide you to edit the online settings for a send/receive rule.

1. Click Send / Receive > Send/Receive Groups > Define Send/Receive Groups.

2. In the Send/Receive Groups dialog, please click to select the specified send/receive group you will edit, and then configure the online settings as you need.

(1) Include this group in send/receive (F9): If you untick this option, you cannot send and receive items in this group manually by clicking Send / Receive > Send/Receive All Folders on the Ribbon or pressing F9 key.

(2) Schedule an automatic send/receive every x minutes: You can change the send/receive interval of this group by ticking this option and entering the specify number of minutes into the inline box.

(3) Perform an automatic send/receive when exiting: If you tick this option, Outlook will always run the send/receive process before completely exiting.

Edit offline settings of a send/receive group

You can also configure the offline settings for a send/receive group, and change the frequency of offline updates for the send/receive group in Outlook.

1. Click Send / Receive > Send/Receive Groups > Define Send/Receive Groups.

2. In the Send/Receive Groups dialog, please click to select the specified send/receive group you will edit, and change the settings under When Outlook is Offline.

(1) Include this group in send/receive (F9): If you disable this option, Outlook won’t connect to items in the specified send/receive group by clicking Send / Receive > Send/Receive All Folders or pressing F9 key when Outlook is offline.

(2) Schedule an automatic send/receive every x minutes: If you need Outlook to connect to items in the specified send/receive group at a fixed interval, you can tick this option and enter the specified number of minutes in the inline box.

Edit other settings of a send/receive group

In this section, I will show you the way to add or remove email accounts or folders in a certain send/receive group, and configure send/receive settings for a certain email account or folder as well.

1. Click Send / Receive > Send/Receive Groups > Define Send/Receive Groups.

2. In the Send/Receive Groups dialog, please click to select the specified send/receive group you will edit, and click the Edit button.

3. In the Send/Receive Settings dialog, please change the settings as you need.

(1) Select an email account
Whether adding/removing an email account from the specified send/receive group, or editing settings for the email account, you need to select the email account in the Accounts pane firstly.

(2) Include the selected account in this group
If you want to add the selected email account into the specified send/receive group, please tick this option, otherwise clear this option.

(3) Account options
In the Account Options section, you can select or clear options for the specified email account only, including:

  • Send mail items
  • Receive mail items
  • Make folder home pages available offline
  • Synchronize forms
  • Download offline address book

(4) Folder Options
After configuring the settings for the specified email account, you can go ahead to add or remove folders of the specified email account from the send/receive group, and change send/receive settings for specified folders only.

  • Tick or untick the checkboxes before folders to add or remove them from the send/receive group.
  • Click to select a folder, and then select or clear downloading options for it.

4. Click the OK button to save the changes.

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As we know, Microsoft Outlook always automatically schedule a send/receive every 30 minutes. However, the default send/receive interval may not meet some Outlook users’ need, for example they require Microsoft Outlook scheduling automatically send/receive every 10 minutes, or every hour, etc.

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When you manually enable the Send and Receive function in Outlook, the Outlook Send/Receive Progress dialog box will pop up. For many Outlook users, this progress dialog box may be annoying every time the Send and Receive starts. Actually, disable the send receive progress dialog box is quite easy in Outlook. Please do as following tutorial shows.

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