Outlook 2010 creating extremely large PST files for IMAP accounts

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Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
We are experiencing this issue when users are creating new IMAP accounts (i.e. Gmail) in Outlook 2010. There is already a pop3 account existing, that writes to a .PST file. This new IMAP account seems to "explode" the IMAP PST file (~25 - 50G in some cases) and eat up space on the server. We are running Office 2010 SP1 in a Windows 2008R2 RDS environment.

Has anyone else experienced this issue, and know how to tame the IMAP PST?

Thanks for your time!

The users never experienced this issue in their old Office/Outlook 2007 environment. I found an article that states that Microsoft changed the default behavior when creating IMAP accounts, that sets it to "Download complete items including attachments for subscribed folders".

Since users are recreating their IMAP accounts in the new Outlook 2010 environment, they are essentially creating a new PST for their IMAP account, and then downloading ALL content to that new IMAP PST. This change in default behavior is what I believe explains the current issue we are seeing with drive space.

My new question is: Is there a way to force or change this default setting, and allow for automatic creation of IMAP accounts with the "Download Headers for subscribed folders" selected?

I have researched the GPO (Office 2010 admin Template), and cannot find any setting for this - we do not allow Cached Exchange Mode, so any option in there will not apply. Is there maybe a reg setting that would change this?

Thanks for reading. :)
Thanks for the reply Diane!

The link you provided involves creating a new Send/Receive group within the OCT, and then deploying to server(s). This will help, IF: when the end-user is creating a *new* IMAP account it automatically gets added to a new "IMAP Accounts" Send/Receive group, with the proper settings.

What I am trying to accomplish is this: Provide an easy way for an end-user to create a new IMAP account, and have it automatically added to my custom "IMAP Accounts" Send/Receive group, which is configured to download headers only, instead of full item + attachments.

In my testing so far, it appears that the account is being added to the new group, but also being added to the "All Accounts" group as well.

Is there some processing hierarchy, where the All Accounts is overruled? (Since it is a member of both groups now, which settings apply?)

Bottom line: if using a custom Send/Recieve group still involves manual intervention to change memberships after the account is created, it may be easier to just add a workflow to change the download behavior of the new account manually, after it has been created. It is too bad that this setting isn't changeable during the account creation process!

Thanks for your time,

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