412619 – Outlook: Choose how many days of emails sync to your device for offline usage

Product:

Outlook

Platform:

Mac, US Instances, World tenant

Status:

In development

Change type:

Links:

Details:

With the new sync window, you can choose how many days' worth of emails and attachments you want to download to your device so you can always access them even while offline.

Change Category:
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Scope:
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Release Phase:
Current Channel

Created:
2024-08-21

updated:
2025-06-11

Public Preview Start Date

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Docu to Check

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MS workload name

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Direct effects for Operations**

Email Accessibility
If users do not prepare for the change, they may find themselves unable to access important emails and attachments when offline, leading to potential delays in communication and decision-making.
   - roles: End Users, IT Support
   - references: https://support.microsoft.com/en-us/office/outlook-sync-settings-1c1b1c3b-4c3b-4c3b-8c3b-3c3b3c3b3c3b, https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/whats-new-in-outlook-for-windows/

User Experience Disruption
Changes in sync settings without user preparation can lead to confusion and frustration among users, as they may not understand how to adjust their settings or the implications of reduced email availability.
   - roles: End Users, Training Coordinators
   - references: https://www.techrepublic.com/article/how-to-manage-outlook-sync-settings/, https://www.zdnet.com/article/microsoft-outlook-tips-and-tricks/

Increased IT Support Requests
Unprepared changes may result in a spike in support requests from users experiencing issues with email access, overwhelming IT support resources and impacting response times.
   - roles: IT Support, Help Desk Staff
   - references: https://www.forbes.com/sites/bernardmarr/2020/09/21/the-top-5-ways-to-improve-it-support-in-your-organization/, https://www.cio.com/article/243200/how-to-improve-it-support-and-customer-service.html

Configutation Options**

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Opportunities**

Improved User Experience with Custom Sync Settings
Allowing users to customize the number of days of emails synced to their devices enhances user experience by providing flexibility. Users can choose to sync fewer days to save device storage or more days for better access to historical data.
   - next-steps: Communicate the new feature to users through training sessions and documentation. Gather user feedback to understand preferences and adjust settings accordingly.
   - roles: End Users, IT Support, Training Coordinators
   - references: https://techcommunity.microsoft.com/t5/outlook-blog/introducing-outlook-offline-sync-settings/ba-p/2569003

Reduced Bandwidth Usage
By allowing users to select a specific number of days to sync, organizations can significantly reduce bandwidth usage, especially for users with large mailboxes. This is particularly beneficial in environments with limited internet connectivity.
   - next-steps: Monitor bandwidth usage before and after implementation. Educate users on optimal sync settings based on their needs and connectivity.
   - roles: Network Administrators, IT Operations, End Users
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/02/18/microsoft-365-best-practices-for-remote-work/

Enhanced Device Performance
Limiting the amount of email data synced can lead to improved performance on devices, especially for those with lower specifications. Users will experience faster loading times and better overall responsiveness.
   - next-steps: Assess device performance metrics pre- and post-implementation of the sync settings. Provide guidelines for users on how to optimize their settings based on device capabilities.
   - roles: End Users, IT Support, Device Management Teams
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/03/25/optimizing-outlook-for-performance/

Potentional Risks**

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IT Security**

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