How to Work with Your All Accounts Group
Sometimes you will find that one of your email accounts doesn’t send and receive automatically like your other accounts do. That can happen when, for whatever reason, an account doesn’t end up being included in your All Accounts Group. The All Accounts Group is the default group in Outlook’s Send/Receive Groups.
Or you might find that none of your accounts sends or receives automatically. This could be because they aren’t included in the All Accounts Group, or because that group isn’t set up to send and receive automatically.
In other words, getting the All Accounts Group working right is the key to benefiting from Outlook’s Send/Receive Groups.
As the name implies, Send/Receive Groups are a way to group together email accounts for the purpose of sending and receiving messages. Outlook gives you lots of flexibility in how and when it checks for messages and sends messages, and the Send/Receive Groups are how the program keeps track of which accounts are supposed to do what.
Happily for us, most of the time, all we need is the default All Accounts Group, which should contain all your email accounts and should automatically send and receive on all those accounts at the same time. On this page, we’re going to talk about how you see what’s in your All Accounts Group, and how we can add new accounts to the group.
Look at Your All Accounts Group
Let’s start by looking at what’s in your All Accounts Group. To see the group, follow these steps:
- In Outlook 2010 Mail View, click the Send/Receive tab on the ribbon. This displays the Send/Receive commands.
- In the Send & Receive section of the ribbon, click Send/Receive Groups. This opens a menu.
- Click the Define Send/Receive Groups option in the menu. This opens the Send/Receive Groups dialog box.
- Select All Accounts in the Group Name box if it isn’t already selected, then click the Edit button. This opens the Send/Receive Settings dialog box for the All Accounts Group.
- You can see that my email account is visible as a big button in the Accounts section on the left side of the dialog box. You can also see that the “Include the selected account in this group” option is not selected. Click the account button on the left, and set Include the selected account in this group option to add the account to the All Accounts Group.
- Look at the rest of the options in this box. The exact ones you see vary with the type of email account you have selected in the Accounts section. Unless you have instructions from somewhere that tell you otherwise, leave these settings alone. If you have additional accounts you need to add to the All Account Group, do so now. When you are done, click the OK button at the bottom of the dialog box. This takes you back to the Send/Receive Groups dialog box.
- Now take a look at the Settings for group “All Accounts” section at the bottom of the dialog box. Make sure that the “Schedule an automatic send/receive every ___ minutes” option is selected and that you are happy with the number of minutes shown here. This tells Outlook to automatically send and receive messages for every account included in the All Accounts Group. You can also adjust other settings here, but I suggest you leave everything else as is for now.
- Click Close to return to the main Outlook 2010 window. Outlook should start automatically sending and receiving messages on all the accounts in the All Accounts Group using the time interval you specified.
Take a good look at this dialog box. We’ll come back to the “Settings for group” section of the box in a bit. First, let’s be sure that the accounts we want to include in the All Accounts Group are actually there.
You are now done adding accounts to the All Accounts Group and ensuring that messages automatically get sent and received for those accounts.
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