Reduce mail download sizes

There might be occasions when, because of time or cost constraints, you want to limit the amount of data that you receive from your mail server at one time. You can configure Microsoft Outlook to restrict the content that you receive. Items that you do not download remain on the mail server and you can choose to either retrieve them or delete them from the server at a later time.

What do you want to do?


Download headers only

  1. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Define Send/Receive Groups.

Keyboard shortcut  To open the Send/Receive Groups dialog box, press CTRL+ALT+S.

  1. Select the Send/Receive group that you want to modify, and then click Edit.
  2. For any folder that you select to include in a send/receive, under Folder Options, select Download headers only.
  3. Repeat the previous step for each folder that is included in the send/receive.

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Download items and attachments smaller than a specified size

  1. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click Define Send/Receive Groups.

Keyboard shortcut  To open the Send/Receive Groups dialog box, press CTRL+ALT+S.

  1. Select the Send/Receive group that you want to modify, and then click Edit.
  2. For any folder that you select to include in a send/receive, under Folder Options, select Download complete item including attachments, and then select Download only headers for items larger than n KB.
  3. Enter the maximum size of items that you want to download. You can specify a size from 1 KB to 9999 KB. If an item is larger than the number that you enter, only the header for the item is downloaded.
  4. Repeat the previous step for each folder that is included in a send/receive.

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Create a Microsoft Exchange account synchronization filter

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more information about Microsoft Exchange accounts and how to determine which version of Exchange your account connects to, see the links in the See Also section.

Synchronization filters allow you to choose which items are downloaded or kept in your Offline Folder file (.ost). The .ost file is used when you work offline or use Cached Exchange Mode.

  1. In the Navigation Pane, right-click the folder whose contents you want to filter when downloading from Exchange, and then click Properties.
  2. Click the Synchronization tab, and then, under Filtered synchronization, click Filter.
  3. Do one of the following:
    • To filter by using additional criteria such as a category or importance level, click the More Choices tab, and then select the options that you want.
    • To filter by using additional or custom fields, click the Advanced tab, and then select the options that you want.

The next time the folder is synchronized, any new or modified items in the .ost file are uploaded, all items matching the filter are downloaded, and items that do not match the filter are removed from the local copy.

 Note   Filters apply only to the selected folder. To apply filters to other folders, you must create separate filters for each of them.

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Applies to:
Outlook 2007