You can change the amount of email stored offline in Outlook by accessing your Microsoft Exchange server account or your Office 365 account. To do this, follow the steps below.
Change how much email to keep offline in Outlook
If you use Microsoft Outlook, your tasks, calendar appointments, and contacts are automatically downloaded to your PC from Microsoft Exchange Server. However, if you use a different mail provider, such as Hotmail or Office 365, Outlook won’t let you set a limit for how many emails you can keep offline.
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Limit Exchange mailbox items to be synchronized in Outlook
- Open your Outlook account and navigate to File menu.
- Next, move to the ‘Account Settings’ section and choose the ‘Account Setting option from the drop-down menu.
- Moving to the Account Settings window, select the account you want to change the default for and hit the ‘Change’ button.
- After you click the “Change Account” button, a new window will appear with the “Use Cached Exchange Mode” enabled under the “Offline settings” section.
- If you haven’t enabled it by default, make sure to check the box next to it. Otherwise, your computer won’t be able to download emails.
- First, change the number of e-mails you would like to keep offline in Outlook by using the “Mail to keep offline” slider.
Currently, the time limits available are:
- 3 Days
- 1 Week
- 3 Weeks
- 1 Month
- 3 Months
- 6 Months
- 1 Year
- 2 Years
- 5 years
The 3 Days, 1 Week, and 2 Weeks limitations aren’t available for the earlier versions of Office like Office 2013.
Select the desired time period from the options above. If you can’t change it then, you need to get administrator privileges to make the changes.
If prompted after the changes are made, hit ‘Next’.
You’ll need to restart your Outlook, so click ‘OK’ and close the Account Settings window.
Following this, Outlook may take a little while to update. It strictly depends upon the limit you’ve configured.
Finally, when it is done, you’ll see a message at the bottom.
Hello, My name is Shari & I am a writer for the ‘Outlook AppIns’ blog. I’m a CSIT graduate & I’ve been working in the IT industry for 3 years.