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Chapter 8. Organizing Your Mobile Tools > Controlling Multiple E-mail Accounts

Controlling Multiple E-mail Accounts

Increasingly, many knowledge workers have multiple e-mail accounts. As you travel or work from home, you might find that you want to download mail only from specific accounts rather than all of them. In addition to supporting multiple e-mail accounts, Outlook supports Send/Receive Groups. These groups let you specify a set of accounts you want to get your mail from. You can even specify that mail you get from a certain account group downloads only headers. This is a convenient way to automate the process of seeing only headers when you’re using a slower, dial-up connection. To set up a send/receive group, do the following.

  1. Open Outlook, and choose Options from the Tools menu. Click the Mail Setup tab, and click the Send/Receive button.

  2. To create a new group, choose New in the Send/Receive dialog box, give the group a name in the Send/Receive Group Name dialog box, and click OK.

  3. In the Send/Receive Settings dialog box shown in Figure 8-4, click an account to be included and then check Include Account In This Send/Receive Group. Choose properties including

    Send Mail Items/Receive Mail Items. You might want to receive e-mail but not send it from a specific account—especially if you are on the road and the outgoing mail server for the account doesn’t work from where you are.

    Download Item Description Only. This option has the same effect as choosing Download E-mail Headers, described in the last section.


    You can create a send/receive group called Dialup that includes all your e-mail accounts, but specifies to download only the item description. This can make getting e-mail from your hotel room much faster!

    If you choose Download Complete Item Including Attachments, you can still filter out large items by checking Download Only Item Description For Items Larger Than and specifying the size of the items to filter. Items that are too large have their header downloaded, so you can decide whether to download the entire item.

    Figure 8-4. All your e-mail accounts are shown in the Accounts bar at the left, and options for each are available on the right. By default, none of the accounts are included in the new send/receive group.

  4. When you click OK you return to the Send/Receive Groups dialog box, displaying a list of your groups. For each group, you can decide whether to include it in send/receive commands (the Send/Receive button on the Standard toolbar), and whether to include it in automatic send receives (at specified intervals or when exiting). You can use one group for your send/receives when you are online, and another group when you are not and must establish a dial-up connection.



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