Problem(s): Takes FOREVER to sync e-mail for the first time, running searches takes a long time, and/or just opening Outlook takes a long time.


  • Employees use more than one computer and takes forever to set up Outlook Profiles on the new machine. This Common in warehouse situations where employees may switch machines for things like inventory control.
  • First time setup of a new account that is migrating to O365 from an exchange server.
  • Longer term employees with lots of e-mails or positions that receive a lot of e-mail daily.


There is a way to cut down how much information is synced and kept current in inboxes inside Outlook at any given time, User Cached Exchange Mode. This does not prevent users from getting older information, there will be a ‘retrieve from server’ at the bottom of searches or the folder if more messages exist. This just dictates how much, by age, e-mail is kept in an inbox at any given time. This is similar to cell phones where a user choses to only show the last two weeks of e-mails but can always retrieve more as needed.

Steps are similar for doing new profiles as well as updating existing ones. New profiles will just set this at the time of setting up the new profile (starting with step 6) while existing profiles will have to go to their e-mail settings.

  1. Go to Control Panel
  2. Go to Mail
  3. Select E-Mail Accounts…
  4. Select the e-mail account that needs to be updated.
  5. Select Change…
  6. This will open the Server Settings
  7. Under Offline Settings make sure Used Cached Exchange Mode is checked
  8. Use the slider to move how old the data that should be in the inbox.

O365 1

For users with a lot of e-mail daily or large mail boxes, I suggest going down to something like 1-3 months based on daily needs. Again, the e-mail still exists, it just will not be in the folder unless the user selects pull more from the server through searching

O365 2

or scrolling to the bottom of the folder’s mail.

O365 3

Contact Us Today

To learn more about Ledgeview’s Expertise

Related Articles

Read More