On the E-mail tab, double-click your Microsoft Exchange account. On the File tab, click Account Settings, and then click Account Settings. If you have to change the number of selected months of email to synchronize with your cached mode '.ost' file, follow these steps: The following table provides the different default values for different hard disk sizes. 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. Mail to keep offline settings that are lower than 1 year are honored. Groups folders only synchronize a maximum of 1 year. 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. 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. 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. Additionally, later versions of Outlook renamed the Mail to keep offline setting to Download email for the past. Outlook LTSC 2021, Outlook 2019, Outlook 2016, and Outlook for Microsoft 365 provide the additional options of 3 days, 1 week, 2 weeks, 3 years, and 5 years. Outlook 2019, Outlook 2016, Outlook 2013 and Outlook for Microsoft 365 provide the options of 1, 3, 6, 12, or 24 months, or All. This occurs because Outlook retrieves the additional items from your mailbox on the server that's running Exchange Server. If you click the More link, additional items that meet your search criteria are displayed in the search results. This message is shown in the following screenshot.Īdditionally, if you search for email items in your mailbox, the search results may display the following text at the bottom of the results: There are more items in this folder on the serverĬlick here to view more on Microsoft Exchange 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: In this scenario, the email folders for these mailboxes may show item counts that are lower than expected. Your Exchange email account is configured to use Cached Exchange Mode. If you're running Outlook 2013, the account must be your primary account. This might be an additional, shared, or automapped mailbox, or public folders.įor more information about this issue in Outlook 2019, Outlook 2016, or Outlook for Microsoft 365 related to shared mailboxes or public folders, see the following article in the Microsoft database:ģ140747 Only a subset of items is synchronized in shared mailboxes or public folders in Outlook 2016 If you're running Outlook LTSC 2021, Outlook 2019, Outlook 2016, or Outlook for Microsoft 365, this account might be your primary mailbox or another mailbox to which you have delegate access or another permission. You're connected to an Exchange Server mailbox. You're using Microsoft Outlook LTSC 2021, Outlook 2019, Outlook 2016, Outlook 2013 or Outlook for Microsoft 365.

Get box sync