Use Remote Mail to download headers and messages

To use Remote Mail, you must set up your computer to connect with your e-mail server. Then, connect and download the message headers in your Inbox to decide which messages you want to download. Mark the message headers to download, to copy, or to delete messages. Then reconnect and download the messages.

If it is not set up already, set up your computer for Remote Mail

1. If you have not already done so, set up and start Microsoft Outlook on the computer you want to use from a remote location.

2. On the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.

3. In the list, click a group, and then click Edit.

4. In the list, select the Inbox check box.

   Follow the instructions on your screen to create the Offline Folder file (.ost). If no instructions appear, Remote Mail is already set up.

5. When prompted to synchronize the selected folders to the new .ost, click OK.

Connect to a server and download message headers

1. On the Tools menu, point to Send/Receive, point to Work With Headers, and then point to Download Headers From.
2. Click All Accounts or the specific account to download headers from.

Mark message headers to download, copy, or delete messages

When you download messages, they are placed only on your computer. When you copy messages, a copy of the message is left on the server, and a copy is placed on your computer. When you delete messages, they are removed from both your computer and from the server. If you use a docking laptop, it is recommended that you download the messages instead of copying them.

Mark headers for messages to copy from the server

• In Inbox, right-click the header, and then click Mark to Download Message Copy.

Delete messages from your computer and from the server

• In Inbox, click the item to delete, and press DELETE. A red X will appear in the header column.

Note   You can select multiple items for deletion by holding down CTRL while clicking the messages, and then clicking DELETE.

Connect to the server and retrieve messages

1. On the Tools menu, point to Send/Receive, point to Work With Headers, and then point to Process Marked Headers From.
2. Click All Accounts or the specific account to download headers from.

Note   When Microsoft Outlook connects to the server, it will only download the items you marked. Any new e-mail delivery or folder synchronization continues to follow the Send/Receive group settings for each account.