Work with Send/Receive groups in Outlook

Outlook 365
If you work with multiple accounts in Outlook for Windows, you can organize them by creating groups of accounts. By default, Outlook has a predefined group called All Accounts that includes all accounts already added (see more about adding accounts in Outlook). Microsoft recommends leaving the All Accounts group as is and creating custom groups to customize the connection and download settings for different actions.

Also, you can create a Send/Receive group based on an existing group, edit, rename, and remove any of them.

Create a new Send/Receive group

To create a new group of accounts, do the following:

   1.   Open the Send/Receive Groups dialog box by doing one of the following:

  • On the File tab, click Options:
    Options in Outlook 365

    In the Outlook Options dialog box, select the Advanced tab.

    Note: You can easily open the Advanced tab in the Outlook Options dialog box by right-clicking the More Apps icon in the Navigation bar and choosing Options in the popup menu (see more about customizing the Navigation bar in Outlook):

    Advanced Options in new Navigation bar Outlook 365

    In the Outlook Options dialog box, on the Advanced tab, under Send and receive, click the Send/Receive... button:

    Send and Receive button in Outlook 365 Options
  • If you use the Simplified ribbon (see more about customizing ribbons), on the Send / Receive tab, click the Send/Receive Groups dropdown list (if you don't see it on the ribbon, click the More commands button - three points to the very right of the ribbon buttons), then choose Define Send/Receive Groups:
    Define Send and Receive Groups in Simplified ribbon Outlook 365
  • If you use the Classic ribbon, on the Send / Receive tab, in the Send & Receive group, click the Send/Receive Groups button, then choose Define Send/Receive Groups:
    Define Send and Receive Groups in Classic ribbon Outlook 365
  • Press Ctrl+Alt+S.

   2.   In the Send/Receive Groups dialog box, click the New... button:

New in Send/Receive Groups dialog box Outlook 365

   3.   In the Send/Receive Group Name dialog box, type a name for the new Send/Receive group, then click OK:

New Send/Receive Group Name dialog box in Outlook 365

All available accounts are listed in the Send/Receive Groups dialog box (see below).

Include and exclude accounts to a Send/Receive account group

To include into or exclude an account from the Send/Receive group, open the Send/Receive Groups dialog box (see above), then do the following:

   1.   Select the group account to which you need to include or exclude accounts, then click the Edit... button:

Edit in Send/Receive Groups dialog box Outlook 365

   2.   In the Send/Receive Settings dialog box:

  • Select the Include the selected account in this group checkbox to include the account in the account group,
  • Clear the Include the selected account in this group checkbox to exclude the account from the account group:
Include and exclude accounts in Send/Receive Groups dialog box Outlook 365

Create a Send/Receive group based on an existing group

Instead of creating a new group of accounts and reviewing each account to include or exclude it, you can copy an existing group and make only the necessary changes. To create a new Send/Receive group based on an existing one, do the following:

   1.   In the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to copy, and then click the Copy... button:

Copy in Send/Receive Groups dialog box Outlook 365

   2.   In the Send/Receive Group Name dialog box, type a name for the new Send/Receive group, and then click OK:

Send/Receive Group Name dialog box in Outlook 365

Select the new copied Send/Receive group, then make changes in the Send/Receive Settings dialog box by clicking the Edit... button.

Edit the accounts group

For each account group, you can configure various actions, such as:

To make changes in the Send/Received group, in the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to modify:

Send/Receive Groups dialog box in Outlook 365
  • Under Setting for group {group name}:
    • Customize whether an account is included when you send or receive mail by selecting or deselecting the Include this group in send/receive (F9) checkbox (selected by default),
    • Modify the scheduled send/receive interval in the Schedule an automatic send/receive every {X} minutes field (selected and set to 30 minutes by default),
    • Configure the need to start a sending/receiving session when closing Outlook by selecting or deselecting the Preform an automatic send/receive when exiting checkbox (deselected by default).
  • Under When Outlook is Offline, customize settings for offline work.

To edit the account settings in the Send/Receive group, such as size limits, in the Send/Receive Groups dialog box, click the Edit... button:

Edit in Send/Receive Groups dialog box Outlook 365

Make the necessary changes in the Send/Receive Settings dialog box, then click OK.

Rename a Send/Receive group

To rename a group of accounts, do the following:

   1.   In the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to rename, and then click the Rename button:

Rename in Send/Receive Groups dialog box Outlook 365

   2.   In the Send/Receive Group Name dialog box, type a new name for the selected group, then click OK:

Send/Receive Group Name dialog box in Outlook 365

Remove the group of accounts

To remove the group of accounts, in the Send/Receive Groups dialog box (see above how to open this dialog box), select the group that you want to delete, and then click the Remove button:

Remove in Send/Receive Groups dialog box Outlook 365

Notes:

  1. The account information is not deleted when you remove a send/receive group.
  2. You cannot delete the All Accounts send/receive group.
  3. When you delete an account in Outlook, they are automatically removed from the sending and receiving groups.

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