Now in the lesson on receiving mail I showed you how to use the Send and Receive Groups command to send and receive mail for any of the E-mail accounts you have set up on your computer or to use the Send Receive All Folders button to do a mass check for new messages and, of course, the sending of any messages sitting in your Outbox and in that lesson I talked about the process of automating your Send and Receive procedures so that, for example, as you're working Outlook would automatically go check for new messages and send whatever's in the Outbox at the same time. Now that can be a little dicey because if you've got things sitting in your Outbox that you have purposely left there because you want to go back and check them and you didn't leave them in Drafts, you actually hit Send, but you're thinking eh, I'm not sure I want to send that yet, having this automated will eliminate that chance to go back and edit a message before it goes out so use this with caution. The other reason to consider it carefully, the process of automating your incoming mail, is that A, if you don't want to be distracted by incoming messages during the day you may not want to have them coming in because then you're going to stop whatever else you're working on to go in and check your messages and B, if you work for a company that requires that you send a Read Receipt indicating you've received and read a message, you might not want to have that happen when you're not actually looking at your mail because you could have an automatic Send and Receive that happens, say, at 10 in the morning, the first hour that you're there and, but maybe you didn't get a chance to look at it until the afternoon, but the sender's going to see that you received it at 10 AM and wonder why you haven't answered yet. So if you want to control that process you might not want to automate your Send and Receive. If, however, this seems like a convenience to you what you would do is on the Send and Receive tab you would click Send Receive Groups and choose Define Send Receive Groups. Now in this dialog box you have a default All Accounts Group and that's all of your E-mail accounts that are currently installed on your computer here within Outlook and you can edit that. So if I click Edit it lists the two E-mail accounts that I have and it allows me to choose what's going to happen. Select the options you want for this selected account, Send mail items, Receive mail items and then you can choose, as is the default, to Download the complete item including attachments. If you want to be able to leave the bulk of the mail and any attachments on the mail server you can opt to only download headers and then as you see your headers come in, the Name, Address and Subject of the message, you can then choose which ones you want to go in and actually extract the body of the message and any attached files. Download complete item is the most common choice. You can also limit how big the files need to be. If you've got a really large attachment you can opt to have it leave that on the server and only download the header. So, at this point this is the All Accounts Group and that's the level of customization you can do at this point. I'm going to click Cancel here and now we're back to Send Receive Groups. I'm going to Cancel out of here. It's going to keep trying to send mail for this account here so I'm going to turn that off. Now, what you can do here, you can add a New Group and give it a name and I'll call this help because I'm going to set up a group that is just the help account and click OK and then I can choose - there's help at limehat.com and student at limehat.com - I can choose that help is the one that I'm going to download mail for, so I'm going to select that account and choose Include selected account in this group and I'm choosing to Send and Receive under that identity and click OK. So now I've got a group which will then later appear in this drop list up here that I'm pointing to on the Ribbon, so that I could check just the mail for Help. I can also remove that. I could have added one for just the student account, however you wanted to do that. If you don't want to have separate groups for one or more E-mail accounts to be checked separately from the others you can simply work with these automation options in the lower half of the dialog box. For example, by default you can Include the group, All Accounts in this case, in All Send and Receives. You can schedule an automatic send and receive every so many minutes. This is the one you'll want to turn off if you don't want that happening. If you want it to happen you can tell it how many minutes. You can cycle that all the way down every minute, that would be silly but you could. You can cycle it all the way up to say every 60 minutes, every 90 minutes, however often you want that checked. You can tell it to perform an automatic send-receive when you exit Outlook. Again, risky if you've got something sitting in your Outbox that you still want to have a chance to think about it's going to go out if you have this option turned On when you exit Outlook. And then you can choose when Outlook is offline you can include the group in Send-Receive or Schedule an automatic send-receive every so many minutes. So you can automate the process by creating groups that you can then set these settings for or you can just set the automatic send and receive for the group called All Accounts which includes all the E-mail accounts you have on your computer. As I said, use this with caution. I like to leave it turned Off.
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