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11/17/2017 2:34:51 PM

Leaving a copy of messages on the mail server
(allows checking mail from multiple computers)

Contents

Preface

This document pertains only to mail programs configured to use POP (POP3) for incoming mail.
See: How to determine if you're using POP or IMAP for incoming mail

When POP3-based mail programs check for new messages and successfully retrieve all of them, they MAY tell the POP3 mail server to delete the messages from the server. While all POP3-based mail programs have this ability, some are set to do so by default, while others are not.

Leaving a copy of messages on the mail server for a period of time allows you to retrieve the same messages on multiple computers/devices (home, work, phone, tablet, etc.).

IMPORTANT: If you choose to leave a copy of the messages on the mail server, you should also enable the option to remove the messages after a specified period of time--typically a few days or weeks--long enough to allow each of your computers to retrieve the same messages. If you leave the messages on the server indefinitely, your mailbox will eventually fill up and start rejecting new messages.

Mail programs for Windows

Microsoft Windows Live Mail, Windows Mail, Outlook Express, Outlook 2000

  1. Click Tools (prior to Windows Live Mail 2011) then Accounts.
  2. Double-click the mail profile you want to edit (or click once and click the Properties button).
  3. Click on the Advanced tab.
    Leave a copy of messages on server
    Remove from server after ___ days
    Remove from server when deleted from 'Deleted Items'
  4. Click OK.
  5. Click Close.

Microsoft Outlook 2013, 2010, 2007, 2003, 2002

  1. Outlook 2013 & 2010: Click File, then Account Settings, then Account Settings.
    Outlook 2007: Click Tools then Account Settings.
    Outlook 2002 & 2003: Click Tools then E-mail Accounts.
  2. Outlook 2002 & 2003: Select View or change existing e-mail accounts and click Next.
  3. Double-click the mail profile you want to edit (or click once and click Change...)
  4. Click the More Settings... button.
  5. Click on the Advanced tab.
    Leave a copy of messages on server
    Remove from server after ___ days
    Remove from server when deleted from 'Deleted Items'
  6. Click OK.
  7. Click Next.
  8. Click Finish.

Mozilla Thunderbird

  1. Click Tools then Account Settings.
  2. Click Server Settings under the mail profile you want to edit (on the left).
    Leave messages on server
    For at most ___ days
    Until I delete them
  3. Click OK.

Eudora 7.1

  1. Click Tools then Personalities.
  2. Right-click on the appropriate personality on the left and select Properties.
  3. Click the Incoming Mail tab.
    Leave mail on server
    Delete from server after ___ day(s)
    Delete from server when emptied from Trash
  4. Click OK.

Mail programs for Mac

Apple Mail 2, 3

  1. Click Mail then Preferences
  2. Click Accounts.
  3. Select the mail profile you want to edit (on the left).
  4. Click the Advanced tab.
    Remove copy from server after retrieving a message:
    Right away (click for other options)

Microsoft Entourage 2008

  1. Click Tools then Accounts...
  2. Click the Mail tab.
  3. Double-click on your mail profile name.
  4. Click the Options tab.
    Leave a copy of each message on the server
    Delete messages from the server after __ days
    Delete messages from the server after they are deleted from this computer
  5. Click OK.

Eudora 6.2.4

  1. From within Eudora, click on Special then Settings.
  2. Click on the Checking Mail category on the left.
    Leave on server for __ days
    Delete from server when emptied from Trash
  3. Click OK