Configure Exchange Server send/receive settings in Outlook 2010


Applies to: Office 2010

Topic Last Modified: 2012-02-29

Banner stating end of support date for Office 2010 with link to more info

You can use the Office Customization Tool (OCT) to configure settings for Send/Receive groups in users' Microsoft Exchange Server accounts and folders.

As part of a Microsoft Outlook 2010 deployment, you can define Send/Receive groups for users' Microsoft Exchange Server accounts and folders and specify tasks that are performed on each group during a Send/Receive operation in Outlook 2010.

You configure these settings by using the Office Customization Tool (OCT). You cannot configure the settings by using the Group Policy feature. For more information about the OCT, see Office Customization Tool in Office 2010.

In this article:

  • Overview

  • Before you begin

  • Create and configure Send/Receive groups in Outlook 2010


Send/Receive groups contain one or more user e-mail accounts or folders in Outlook 2010. By default, the Send/Receive group All Accounts is preconfigured and is included with Outlook 2010. Users can specify different behavior for each group; for example, the frequency with which Outlook 2010 connects to the server to send and receive messages for the server, or how messages are processed when Outlook is online or offline.

You can configure and deploy Send/Receive settings for users' Exchange accounts. For example, you can specify the kinds of synchronization that will be performed on specific folders or on the Offline Address Book (OAB) when a Send/Receive operation is executed. You can also specify when a Send/Receive action for each Send/Receive group will ordinarily be performed and when the action will be performed when users are offline. For example, a Send/Receive group can be configured to synchronize every 10 minutes ordinarily and every 30 minutes when users are offline.

You can also configure download options for the OAB, such as whether to download updates to the OAB only since the last OAB download.

Before you begin

Before you start deployment, review Planning overview for Outlook 2010.

Create and configure Send/Receive groups in Outlook 2010

Use this procedure to create and configure Send/Receive groups for Exchange accounts and folders.

To create and configure Send/Receive groups for Exchange accounts and folders

  1. In the OCT, in the tree view, locate Outlook, and then click Specify Send/Receive groups.

  2. In the reading pane, select Configure Send/Receive settings if it is not already selected.

  3. Click New.

  4. In the New Group Name text box, enter a name for the group, and then click OK.

  5. Click Modify.

  6. In the Modify Group dialog box, select options for the group, such as Synchronize forms during a Send/Receive operation.

  7. In the list, click a folder and select Include this folder in Send/Receive.

  8. Select download options for the folder. The download option is only relevant for folders that have the concept of headers, such as the Inbox, Outbox, Deleted Items, Sent Items, and Drafts folders:

    • Download headers only

    • Download complete item including attachments

    • Download only headers for items larger than n KB

  9. Enter a size limit in kilobytes (KB). This setting applies only to accounts that are set up to use Exchange Server 2003, or later versions of Exchange Server.

  10. In the list, click another folder to include the folder in this Send/Receive group, and select a download option.

  11. Add all the folders that you want to include in this group, and then click OK.

  12. Double-click a group in the Group Name list.

  13. Select the options available in the Modify Group dialog box to specify Send/Receive behavior for the group, and then click OK.

  14. In the Exchange Address Book section, select Download offline address book so that the OAB will be synchronized when this Send/Receive group is synchronized. This setting is configured for each Send/Receive group.

  15. Click Address Book Settings.

  16. Select options in the Modify Address Book Settings dialog box. These settings apply to all Send/Receive groups in this profile.

  17. Click OK.