If you want to make Outlook download all emails from the server on Windows 11/10 PC, here is how you can do that. You can use the in-built option to change or modify the limit on the number of emails that can be downloaded for offline usage in the Outlook app.
Unwanted emails can take up a large space of your computer memory. To avoid this, Microsoft offers a parameter in Microsoft Outlook that determines how much mail should be available for download on your local PC. So, if your mail account is linked to a Microsoft Exchange Server like Microsoft 365 or Hotmail, the configured parameter will automatically set the mail limit for your computer. If required, you can change this setting and make Outlook download all emails from the server.
Make Outlook download all emails from server
To make Outlook download all emails from the server, follow these methods:
- Connect to Microsoft Exchange via Link
- Change Exchange Account Settings
To learn more about these methods, continue reading.
1] Connect to Microsoft Exchange via Link
The simplest way to download all your emails from the Exchange server is to scroll down to the bottom of a folder. If there are more items in that folder on the server, you’ll see a ‘Click here to view more on Microsoft Exchange’ link.
Hit the link and in seconds Outlook will begin to download all the emails to your computer.
2] Change Exchange Account Settings
For this, open Microsoft Outlook, go to the ‘File’ menu, and choose ‘Account Settings’.
Next, select ‘Account Settings’ again from the drop-down menu.
When directed to the ‘Account Settings’ window, select your account and hit the ‘Change’ button.
Thereafter, in the ‘Offline Settings’ window that opens up, check if ‘Use Cached Exchange Mode’ is enabled. If yes, slide the ‘Mail to keep offline’ slider to the desired time limit you want.
By default, options ranging from 3 days up to 5 years, and All are available. Choose ‘All’ if you would like Outlook to download all of your mail to your computer. Before choosing the ‘All’ option, make sure you have enough Disk space available on your computer.
When done, click ‘Next’ and restart Outlook, when prompted.
Once the process, is complete, you’ll notice a message at the bottom of Outlook saying ‘All folders are up to date’. This indicates that you have downloaded all your emails from Microsoft Exchange Server to your Outlook account.
Note: Unfortunately, this option is not available in the new Outlook app.
I hope you find this tip useful.
Read: How to download Outlook emails to computer
How do I download all emails from the server in Outlook?
To download all emails from the server in Outlook, open the Outlook app and click on File. Then, select Account Settings > Account Settings. Click the Change button. Use your mouse to drag the bar to the extreme right to select the All option. Click the Next button and click on the Done button.
Why is Outlook not downloading all emails from server?
Outlook doesn’t download all emails from the server automatically as the default setting prevents it from doing so. You need to open the Account Settings and click the Change button. Then, select the All option by dragging the bar to the right side. Click the Next and Done buttons to save the change. Following that, give it a moment to fetch and download all your emails.
Related: Leave a copy of messages on the server option missing in Outlook.
