- Outlook Keeps Downloading Old Messages
- Outlook Keeps Downloading Old Emails
- Microsoft Outlook Downloading Old Emails
How to remove an account but keep its emails in Outlook?
Nov 29, 2012 This behavior is by design. When Outlook 2011 for Mac downloads data from the server, Outlook first downloads the email headers and message bodies, and then Outlook downloads the attachments for each folder in batches of 20. During this time, the status displays Inbox: Downloading Attachments x/20. Then, the number repeats from 1 to 20 until.
Let’s say you have created several email accounts in Microsoft Outlook before, but now some of them are in use rarely. You may want to remove these email accounts. Normally when an email account is removed from Microsoft Outlook, the email messages in this account disappear too. In this article, I will introduce some methods to remove email accounts from Microsoft Outlook but keep their email messages.
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Remove an account but keep its email with saving original data file
This method will guide you to remove an email account from Microsoft Outlook, but keep all items of this email account in Microsoft Outlook.
Step 1: Open the Account Settings dialog box,
- In Outlook 2007, please click the Tools > Account Settings;
- In Outlook 2010 and 2013, please click the File > Info > Account Settings > Account Settings.
Step 2: In the Account Settings dialog box,
- Go to the E-mail tab;
- Click to highlight the email account that you will remove;
- Click the Remove button.
- Click the Close button at the bottom to exit the dialog box.
Step 3: Now you get back to the main interface of Outlook.
- In Outlook 2007 and 2010, please click the File > Open > Outlook Data File.
- In Outlook 2013, please click the File > Open & Export > Open Outlook Data File.
Step 4: In the popping up Open Outlook Data File dialog box, find out the data file you will open, click to highlight it, and then click the Open button.
Note: It will open the default folder that Microsoft Outlook saves .pst data files in. If you have specified the location of .pst data file before, please go to the specified location to get the .pst data file.
Up to now, the email account has been removed from you Microsoft Outlook, but folders of this email account are still on the Navigation pane.
Note: This method only works with .pst data file. If the data file of an email account is saved as .ost data file, you can remove this email account and keep its emails with exporting.
Remove an account but keep its email with copying and pasting
Actually, before removing an email account from Microsoft Outlook, we can save all of its emails into other folders with manually copying and pasting. The following is a step-by-step guidance.
Step 1: Click to open an email folder in the Navigation Pane, which belongs to the email account you will remove later.
In my case, I open the folder of Inbox under the [email protected]. See screen shot:
Step 2: Select all email messages in the opened folder with press the Ctrl + A keys at the same time.
Step 3: Copy these email messages with pressing the Ctrl + C keys simultaneously.
Step 4: Click to open an email folder that you will save this email messages into. In my case, I open the Inbox of another email account. See screen shot:
Step 5: Paste all copied email messages into this opened folder with pressing the Ctrl + V keys at the same time.
Note:
1) Repeat from Step 1 to Step 5 to move email messages in other folders of the email account you will removed to destination folders.
2) This method will ignore subfolders. If subfolders exist, you have to repeat from step 1 to step 5 to move email messages in these subfolders.
1) Repeat from Step 1 to Step 5 to move email messages in other folders of the email account you will removed to destination folders.
2) This method will ignore subfolders. If subfolders exist, you have to repeat from step 1 to step 5 to move email messages in these subfolders.
Step 6: Open the Account Settings dialog box,
- In Outlook 2007, please click the Tools > Account Settings;
- In Outlook 2010 and 2013, please click the File > Info > Account Settings > Account Settings.
Step 7: In the Account Settings dialog box,
- Go to the E-mail tab;
- Click to highlight the email account that you will remove;
- Click the Remove button.
- Click the Close button at the bottom to exit the dialog box.
Remove an account but keep its email with exporting as .pst data file
Step 1: Open the Import and Export Wizard dialog box,
- In Outlook 2007, please click the File > Import and Export.
- In Outlook 2010, please click the File > Open > Import;
- In Outlook 2013, please click the File > Open & Export > Import & Export.
Step 2: In the Import and Export Wizard dialog box, click to highlight the Export to a file, and click the Next button.
Step 3: In the Export to a File dialog box, click to highlight the Outlook Data File (.pst), and click the Next button.
Step 4: In the Export Outlook Data File dialog box, click to highlight the email account that you will remove later, and click the Next button.
Note: Please keep checking the option of Include subfolders.
Step 5: In the new Export Outlook Data File dialog box,
- Click the Browse button, and in the popping up Open Outlook Data Files dialog box, open a folder that you will save this file in, enter a name for exported data file in the File name box, and click the OK button.
- Check the option of Do not export duplicate items.
- Click the Finish button.
Step 6: Then the Create Outlook Data File dialog box comes out.
If you want to add password for exported data file, please enter the same password in both Password box and Verify Password box, and then click the OK button.
If you do not want to any password for exported data file, just click the Cancel button.
Then you can follow the same steps we describe in first method to delete an existing email account and keep original emails.
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- To post as a guest, your comment is unpublished.I wish i would have read the comments below! I deleted my email but then there were no files saved in the Outlook folder when I went to step 4 and looks like I lost everything with no solution for recovery. ugh.. don't follow these instructions, at least for the first option. especially disappointing (and a warning sign) that there are no replies/solutions for when people listed issues.
- To post as a guest, your comment is unpublished.I got to know your article's Content and your article skill both are always good. Thanks for sharing this article this content is very significant to me I really appreciate you
Please visit this link :https://instanthelpsolution.com/blog/mozilla-firefox-freezing-up/ - To post as a guest, your comment is unpublished.Great post I must say and thanks for the information. Education is definitely a sticky subject. However, it is still among the leading topics of our time. I appreciate your post and look forward to more.
Please visit this link : https://instanthelpsolution.com/blog/delete-match-account/ - To post as a guest, your comment is unpublished.An outlook account can be regarded as a Microsoft account and it gives you access to so many things. Apart from the email service provider, there are also several other things you stand to gain from a Microsoft account. For instance, you can use only one Microsoft account for everything Microsoft. What do I mean by this? What I mean is that with just signing u for a Microsoft account once, you can do everything Microsoft that is free all the way from your mail inbox to Microsoft apps...................................................................................................................Read More Here < a href='https://www.techshure.com/outlook-account/'>Outlook Account
https://www.techshure.com/outlook-account/ - To post as a guest, your comment is unpublished.I followed your steps to 'Remove an account but keep its email with exporting as .pst data file' and completed the process without a password. When I go to my OUTLOOK folder within the computer, I do not see any backup.pst files, and the files 'must be opened within OUTLOOK.' When I open OUTLOOK 2010 and go to the OUTLOOK data files, each one is empty.
Can you explain this, or help in some way. The only possibly unclear step was #4 'click to highlight the email account that you will remove later' There I highlighted by clicking the email account address rather than any subfolder like 'Inbox' but I did check 'included subfolders.'- To post as a guest, your comment is unpublished.Don't click 'cancel' to opt out of a password, you must click 'Ok' for it to actually create a backup. Your cursor will spin, and the file will show up in the specified location. I'm also glad I double-checked first, this article is SKETCHY! I could see how someone would follow the first step and accidentally remove their account without backing it up first!
- To post as a guest, your comment is unpublished.I'm having the same problem. Did you get this resolved?
- To post as a guest, your comment is unpublished.Thank you for advising the manual copy&paste to another Email account in Outlook. I did that for 2 giga of old emails from a blocked account and then deleted it. Took less time than I thought.
- To post as a guest, your comment is unpublished.you should put step 3 ahead of step 1 in this list.
- To post as a guest, your comment is unpublished.I followed step 1 removing the account but did not get to the Open Outlook Data File as Outlook stopped responding. Now when I try to open Outlook it will not open as it cannot open the data files.
Can I overcome this? - To post as a guest, your comment is unpublished.thank you so much
i had done your procedure its working - To post as a guest, your comment is unpublished.I would like to remove an Outlook account from sending or receiving email, but keep its previously sent and received email with saving original data file. When I follow the instructions in Outlook Account Settings, highlight the account and click 'Remove', I receive an error message that says: 'The primary account cannot be removed unless it is the only account in the profile. You must remove all other accounts before removing the primary account.' I can't remove my other two Outlook accounts because they are all currently active. I just want to stop the message asking for my password to keep popping up. I am not using that account any longer, but I have some saved emails in that account that I want to continue to access via my Outlook main screen.
- To post as a guest, your comment is unpublished.I have the exact same issue. Did you come to a resolution without losing old emails?
- To post as a guest, your comment is unpublished.I want to transfer my emails from talktalk (in an easy way) to my outlook, can any one help please. Thank you Kate.
- To post as a guest, your comment is unpublished.Hi, I no longer have access to my outlook account, but my apple mini still has the email account on it, and I can look up old emails and attachments still. It is a great resource that I don't want to lose. Is there any way to put these emails into another email account? There are a whole year's worth of emails with little details that I don't necessarily know I will need until I need them so I can't really search and sift through for the 'important' ones. This email account is no longer active on any server and so no password will actually work as far as I know.
Thank You for your help, Bill - To post as a guest, your comment is unpublished.I am replacing a previous Office Assistance in our company and he's Outlook account will be disable. I do not have proper turnover. Is there a way i can still check his outlook every now and then even its already disabled or if not, how can I save all the data's there such as calendar meetings and appointments, emails (inbox, sent email, sub-folders, etc.) address book. As much as possible everything. Please Help! Thank You!
- To post as a guest, your comment is unpublished.Thanks, very helpfull and exactly what I was looking for!
- To post as a guest, your comment is unpublished.:D Thank you very much.
It is the solution that I'm looking for.
It's very useful. - To post as a guest, your comment is unpublished.Here are the instructions you requested.
Symptoms
Consider the following scenario:
- You're using Microsoft Outlook 2019, Outlook 2016, Outlook 2013 or Outlook for Office 365.
- You're connected to an Exchange Server mailbox.Notes
- If you're running Outlook 2019, Outlook 2016, or Outlook for Office 365, this account might be your primary mailbox or another mailbox to which you have delegate access or another permission. This might be an additional, shared, or auto-mapped mailbox, or public folders.For more information about this issue in Outlook 2019, Outlook 2016, or Outlook for Office 365 related to shared mailboxes or public folders, see the following article in the Microsoft database:3140747 Only a subset of items are synchronized in shared mailboxes or public folders in Outlook 2016
- If you're running Outlook 2013, the account must be your primary account.
- Your Exchange email account is configured to use Cached Exchange Mode.
In this scenario, the email folders for these mailboxes may show item counts that are lower than expected. Additionally, older items may seem to be missing, and you might receive the following message and hyperlink at the bottom of the list of items:
There are more items in this folder on the server
Click here to view more on Microsoft Exchange
This message is shown in the following screen shot.
Additionally, if you search for email items in your mailbox, the search results may display the following text at the bottom of the results:
Showing recent results..
More
If you click the More link, additional items that meet your search criteria are displayed in the search results. This occurs because Outlook retrieves the additional items from your mailbox on the server that's running Exchange Server.
Note
This behavior can also occur in the RSS Feeds folder in your Exchange mailbox. Also, only a subset of items may be synchronized in groups in Outlook 2016 or Outlook for Office 365.
Cause
Outlook Keeps Downloading Old Messages
This behavior occurs because the Cached Exchange mode Mail to keep offline setting is configured to a value other than All. For example, the following screen shot shows a profile that's configured to use Cached Exchange Mode and the Mail to keep offline setting is set to a default value of 12 months.
Note
Outlook 2019, Outlook 2016, Outlook 2013 and Outlook for Office 365 provide the options of 1, 3, 6, 12, or 24 months, or All. Outlook 2019, Outlook 2016, and Outlook for Office 365 provide the additional options of 3 days, 1 week, and 2 weeks.
In the default configuration, depending on the size of your hard disk, Outlook synchronizes only 1, 3, or 12 months of email to your Offline Outlook Data (.ost) file from the Exchange server.
If your Mail to keep offline setting is set to 12 months and you have email items in your Exchange mailbox that are older than 12 months, those items reside only in your mailbox on the server. Therefore, if you can't connect to the Exchange server, you may be unable to retrieve items outside the range that's specified by the Cached Exchange Mode synchronization setting until you reconnect with the server.
Note
This setting does not affect the number of items that are synchronized with folders of the following types:
- Calendar
- Contacts
- Tasks
- Journal
- Notes
- Outbox
- Shared or delegated (only for Outlook 2013)
Note
Groups folders only synchronize a maximum of 1 year. Mail to keep offline settings that are lower than 1 year are honored.
More Information
To reduce the effect of the Outlook offline data file (.ost), the default number of months that are configured for your profile varies by the size of your hard disk. The following table provides the different default values for different hard disk sizes.
Hard disk size | Default value for 'Mail to keep offline' |
---|---|
Less than or equal to 32 GB | 1 month |
Greater than 32 GB, but less than 64 GB | 3 months |
Equal to or greater than 64 GB | 12 months |
If you have to change the number of selected months of email to synchronize with your cached mode .ost file, follow these steps:
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- Start Outlook.
- On the File tab, click Account Settings, and then click Account Settings.
- On the E-mail tab, double-click your Microsoft Exchange account.
- In the Change Account dialog box, drag the Mail to keep offline slider to the desired number of months or to All to synchronize all email messages.
- Click Next.
- Click OK when you're prompted to restart Outlook to complete the configuration change.
- Click Finish.
- Restart Outlook.
Working Offline
If you don't have connectivity with the Exchange server, the following message is displayed in a folder if there are older items on the server that were not synchronized with your .ost file:
There are more items in this folder on the server
There are more items in this folder on the server
Connect to the server to view them
This message is shown in the following screen shot.
Under similar conditions, if you search for items in your mailbox and you don't have connectivity with the Exchange server, the following message is displayed below the search results:
Server unavailable. <x> months of results shown.
In this message, <x> represents the value that's configured for the cached mode Mail to keep offline setting.
Outlook Keeps Downloading Old Emails
An example of this message is shown in the following screen shot.
Feature Administration through Group Policy
The cached mode Mail to keep offline setting is maintained in the Outlook profile settings in the Windows registry. If you want to administer this setting by using Group Policy, you can use the Group Policy templates. These are available from the following Microsoft websites, depending on your version of Office:
Office 2016, Office 2019, or Outlook for Office 365: https://www.microsoft.com/en-us/download/details.aspx?id=49030
Office 2013: https://www.microsoft.com/download/details.aspx?id=35554
The Group Policy template files for Outlook 2016, Outlook 2019 and Outlook for Office 365 are Outlook16.admxand Outllk16.adml. The files for Outlook 2013 are Outlk15.admx and Outlk15.adml. If you use Group Policy to manage this setting, the following registry data is used by Outlook:
Key: HKEY_CURRENT_USERSoftwarePoliciesMicrosoftOffice*x.0*OutlookCached Mode
DWORD: SyncWindowSetting
Value: integer value (Decimal) specifying the number of months (use only the following values)
0 = All (whole mailbox)
0 = All (whole mailbox)
1 = 1 month of email items
3 = 3 months of email items
6 = 6 months of email items
12 = 12 months of email items
24 = 24 months of email items
Notes:
Microsoft Outlook Downloading Old Emails
- The x.0 placeholder represents your version of Office (16.0 = Office 2016, Office 2019 or Outlook for Office 365, Office 2019 or Outlook for Office 365, 15.0 = Office 2013).
- The Outlook 2016, Outlook 2019 or Outlook for Office 365 user interface (UI) lets you set the Mail to keep offline setting to the additional values of 3 days, 1 week, and 2 weeks. The May 3, 2016, update for Outlook 2016 allows you to set these additional values by using the SyncWindowSettingDays registry data. For more information about how to configure Outlook 2016 with these additional values, see the following article in the Microsoft Knowledge Base:3115009 Update allows administrators to set additional default mail and calendar synchronization windows for new Exchange accounts in Outlook 2016.
- Administrators who change the existing GPO values should be aware of the potential to impact network traffic when raising the value of the SyncWindowSetting. When GPO changes SyncWindowSetting to any higher value, Outlook will do a full OST resynchronization when the new value applies. For a single client, this is generally not problematic. Applying a higher value to hundreds or more clients at the same time could adversely affect available network bandwidth. Decreasing the value will have no such impact because Outlook will do a local-only deletion of excess data that's cached in the OST files of all clients to receive the lower SyncWindowSetting value.
- Since Outlook only synchronizes a maximum of 1 year for groups, you are unable to search for older messages. To work around this Outlook limitation, use Outlook on the Web to view and search for older messages in groups.