In Outlook, when connecting your different email accounts, the desktop client only downloads and keeps some of your emails on your computer. The app does this based on the size of the hard drive. Usually, if the main drive is larger than 64GB, Outlook will retain a year worth of emails.
However, the rest of your emails are still available on the Exchange server, or on your Outlook.com, Live.com, or Hotmail.com account, they’re just not available through the client.
If you want the client to download all your emails, you can either use the “Click here to view more on Microsoft Exchange” option at the bottom of the Inbox folder, or you can use the settings to specify how many emails you want to see.
How to change how many emails to download in Outlook
Use these steps to specify how many emails the Outlook app should download and store on your computer.
Click on File.
Click the Account Settings button.
Select the Account Settings option.
Click the Email tab.
Select the email account that you want to change.
Click the Change button.
Use the slider and specify how much mail you want to Outlook to download and store on your computer. Option include:
- Three days
- One week
- Three weeks
- One month
- Three months
- Six months
- One year
- Two years
- Five years
Click the Next button.
Click the Done button.
Click the Close button.
Once you complete the steps, Outlook will download the amount of emails you specified in the settings.
These instructions will work for Exchange servers as well as for Office 365, Outlook.com, Live.com, and Hotmail.com. You may be able to change the download settings for Gmail and other services, but the option won’t work, and the client will download all your emails.