The Send and Receive options in Microsoft Outlook determine at what intervals and under what conditions your incoming and outgoing mail is received and sent. When clicking on the Send and Receive button on your toolbar (or pressing the F9 keyboard shortcut), mail that has been collected on the mail server for you, (but has not necessarily arrived in your Inbox), gets delivered to your Inbox. In addition, any mail that is waiting to be sent from your Outbox is sent. In this post, we will explore the Send/Receive options available.
To access the Send/Receive options window, go to the Tools menu, select the Send/Receive option, then Send/Receive Settings submenu option, then lastly the Define Send/Receive Groups option. The Send/Receive Groups window will open. (Alternatively, you can use the keyboard shortcut Ctrl+Alt+S to open the Send/Receive Groups window).
The Send/Receive Groups window is broken up into two sections. In the top portion of the window you will see a listing of all of the Outlook accounts and folders (groups) that are available to you. By default, all of your available groups and folders are included in the group "All Accounts", which is selected. In this top portion of the window, you also have the option to create new accounts, edit existing accounts, copy accounts, remove accounts and rename accounts. In this post, we will just leave the default "All Accounts" group selected, and will not modify any of its properties.
Top Section of the Send/Receive Groups window (depicted in red)
In the bottom section of the Send/Receive Groups window, you will find the settings available for the group you selected in the top portion of the window.
Bottom Section of the Send/Receive Groups window (depicted in red)
-- The Include this group in send/receive (F9) option tells Outlook to check incoming and outgoing mail for this group when the Send/Receive function (or F9 key) is executed.
-- The Schedule an automatic send/receive every X minutes option lets you determine how often (i.e., how many minutes between checks) Outlook will look for and send incoming and outgoing mail.
-- The Perform an automatic send/receive when exiting option will look for and send any incoming and outgoing mail one last time as part of Outlook closing out.
The options selected under the When Outlook is Offline subsection of the window apply your accounts only when Outlook is offline, meaning not actively connected to an internet connection or server. You will notice that these options are the same as the options under the "Setting for Group" section of the window; they will perform actually the same function as well, the only difference is that Outlook will need to connect you to a server and/or internet connection in order for the options to be executed.
To access the Send/Receive options window, go to the Tools menu, select the Send/Receive option, then Send/Receive Settings submenu option, then lastly the Define Send/Receive Groups option. The Send/Receive Groups window will open. (Alternatively, you can use the keyboard shortcut Ctrl+Alt+S to open the Send/Receive Groups window).
The Send/Receive Groups window is broken up into two sections. In the top portion of the window you will see a listing of all of the Outlook accounts and folders (groups) that are available to you. By default, all of your available groups and folders are included in the group "All Accounts", which is selected. In this top portion of the window, you also have the option to create new accounts, edit existing accounts, copy accounts, remove accounts and rename accounts. In this post, we will just leave the default "All Accounts" group selected, and will not modify any of its properties.
Top Section of the Send/Receive Groups window (depicted in red)
In the bottom section of the Send/Receive Groups window, you will find the settings available for the group you selected in the top portion of the window.
Bottom Section of the Send/Receive Groups window (depicted in red)
-- The Include this group in send/receive (F9) option tells Outlook to check incoming and outgoing mail for this group when the Send/Receive function (or F9 key) is executed.
-- The Schedule an automatic send/receive every X minutes option lets you determine how often (i.e., how many minutes between checks) Outlook will look for and send incoming and outgoing mail.
-- The Perform an automatic send/receive when exiting option will look for and send any incoming and outgoing mail one last time as part of Outlook closing out.
The options selected under the When Outlook is Offline subsection of the window apply your accounts only when Outlook is offline, meaning not actively connected to an internet connection or server. You will notice that these options are the same as the options under the "Setting for Group" section of the window; they will perform actually the same function as well, the only difference is that Outlook will need to connect you to a server and/or internet connection in order for the options to be executed.
