How to Keep Email on a Server When Using Outlook


For many email users, the ability to leave email on the server when they download copies gives the best of both worlds. The email remains available on the server for access through Web mail or from another computer while a local copy is in their email client to be read and replied to. IMAP accounts are designed to synchronize an email client with a mail server, and emails are left on the server until deleted by the user. POP accounts can be configured in Microsoft Outlook to leave emails on the server or delete them when downloaded to Outlook.

  • Open Outlook. Click "File," then the "Info" tab. Click "Account Settings."

  • Double-click your Outlook email account to open the account configuration. Click "More Settings."

  • Click the "Advanced" tab. Click "Leave A Copy Of Messages On The Server" in the "Delivery" pane. You can leave messages on the server for a set period of time if you click "Remove From Server After" and adjust the number of days. You can also remove messages on the server when you erase them from the "Deleted Items" folder in Outlook by clicking the "Remove From Server When Deleted From Deleted Items" check box.

  • Click "OK" to exit the "Internet E-Mail Settings" window. Click "Next" to send a test email from the account. Click "Close" to exit "Test Account Settings." Click "Finish" to save changes to your account settings.

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