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Windows 7: Why does Outlook 2010 still leave e-mails on my e-mail server???


15 Apr 2011   #1

Windows 7 Pro x64 SP1 & Windows 8 & 8.1 Pro x64
 
 
Why does Outlook 2010 still leave e-mails on my e-mail server???

Hello. I have a question regarding Microsoft Office 2010's Outlook program. I have been using Office 2007 for the past few years and now I have Office 2010. Both my Office 2007 and 2010 versions have Outlook 2007 and 2010 respectfully. I just installed Office 2010 and setup my e-mail accounts in Outlook 2010. While setting up e-mail accounts, I used the same process as I did when I setup e-mail accounts in Outlook 2007 -- they are essentially the same manner and method to setup in both Outlook versions -- nothing different. Now, after I setup my Outlook 2010 and downloaded my e-mails into Outlook 2010 from my e-mail server , I rechecked my webmail account online. I was surprised to find that the same e-mail messages were STILL ON my e-mail server AFTER I downloaded them to Outlook 2010. I then uninstalled my Office 2010 and consequently Outlook 2010 and reinstalled Office 2007 with Outlook 2007. After I setup my Outlook 2007's e-mail accounts, I downloaded the e-mails from my e-mail server as well AS I KNEW they were STILL ON their e-mail server. I went back into my online webmail account, and this time, there were NO messages left on it. I have known this to be the case with Outlook 2007 from the past.

My preference or desire? To leave NO messages on my e-mail server when they are downloaded to Outlook 2007 AND Outlook 2010. ...but I did NOT do ANYTHING DIFFERENT between Outlook 2007 and 2010?!?!? So what is going on???????
If anyone knows why Outlook 2010 leaves the messages on my e-mail server after downloading and Outlook 2007 does not, please share with my why... ...and what I need to do with Outlook 2010 to make the modifications or changes necessary NOT to leave messages on my e-mail companies server? The account type is POP3.

Please reply.

Thank you!

My System SpecsSystem Spec
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15 Apr 2011   #2

Microsoft Community Contributor Award Recipient

Windows 7 Ult. x64 Windows 8.1 x64
 
 

Hi,

There is a setting in Outlook 2010 to keep your mail on the server even after downloading it to a POP3 account - all you need to do is turn it off.

Unfortunately, Im on a different PC today, so if you can wait till I get home in about 4/5 hours I'll find that setting in my Outlook 2010 and post it here for you.

Regards,
Golden
My System SpecsSystem Spec
15 Apr 2011   #3

Windows 7 Home Premium 64bit
 
 

Quote   Quote: Originally Posted by Golden View Post
Hi,

There is a setting in Outlook 2010 to keep your mail on the server even after downloading it to a POP3 account - all you need to do is turn it off.

Unfortunately, Im on a different PC today, so if you can wait till I get home in about 4/5 hours I'll find that setting in my Outlook 2010 and post it here for you.

Regards,
Golden
Hope Golden doesn't mind me helping out...
  1. Click the File tab > Account Settings
  2. Click on account settings again
  3. Highlight existing email account
  4. Click change > More settings >Click Advanced tab
  5. In Delivery section uncheck box "Leave a copy of message on the server."
  6. Click OK > Next and Finish.


Attached Images
 
My System SpecsSystem Spec
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15 Apr 2011   #4

Microsoft Community Contributor Award Recipient

Windows 7 Ult. x64 Windows 8.1 x64
 
 

That's it - see Irene's post. Nice one Irene.
My System SpecsSystem Spec
15 Apr 2011   #5

Windows 7 Pro x64 SP1 & Windows 8 & 8.1 Pro x64
 
 

Hello. Thank you both (Golden & Irene) for the replies!! So that is what I need to do to make the changes. I am just so curious why one allows them to stay on the server and the other removes them. Maybe the default settings are set to the opposite settings on each version of Outlook???

If anyone could find out the default setting for Outlook 2010 (or I could just reinstall it again -- a total pain), I could find out myself.

I have checked my Outlook 2007 I have installed and found that the box for "Leave a copy of messages on the server" is NOT checked by DEFAULT. Irene in step 5 above states, "In Delivery section uncheck box "Leave a copy of message on the server." I am wondering if MY DEFAULT it IS checked for Outlook 2010?

Please reply.
My System SpecsSystem Spec
15 Apr 2011   #6

Windows 7 Home Premium 64bit
 
 

Quote   Quote: Originally Posted by montecarlo1987 View Post
Hello. Thank you both (Golden & Irene) for the replies!! So that is what I need to do to make the changes. I am just so curious why one allows them to stay on the server and the other removes them. Maybe the default settings are set to the opposite settings on each version of Outlook???

If anyone could find out the default setting for Outlook 2010 (or I could just reinstall it again -- a total pain), I could find out myself.

I have checked my Outlook 2007 I have installed and found that the box for "Leave a copy of messages on the server" is NOT checked by DEFAULT. Irene in step 5 above states, "In Delivery section uncheck box "Leave a copy of message on the server." I am wondering if MY DEFAULT it IS checked for Outlook 2010?

Please reply.
montecarlo, you just need to follow the procedure described below on your own system in order to see how your system is set:

  1. Click the File tab > Account Settings
  2. Click on account settings again
  3. Highlight existing email account
  4. Click change > More settings >Click Advanced tab
  5. In Delivery section uncheck box "Leave a copy of message on the server."
  6. Click OK > Next and Finish.
My System SpecsSystem Spec
15 Apr 2011   #7

Windows 7 Pro x64 SP1 & Windows 8 & 8.1 Pro x64
 
 

Yes, I just found out from a friend that the default option was changed in Microsoft Outlook 2010. I guess it was based on user feedback and the desire for e-mail servers to KEEP the e-mails instead.
My System SpecsSystem Spec
15 Apr 2011   #8

Windows 7 Home Premium 64bit
 
 

Quote   Quote: Originally Posted by montecarlo1987 View Post
Yes, I just found out from a friend that the default option was changed in Microsoft Outlook 2010. I guess it was based on user feedback and the desire for e-mail servers to KEEP the e-mails instead.
So you now have the correct setting to prevent emails being left on your email server?
My System SpecsSystem Spec
15 Apr 2011   #9

Windows 7 Ultimate x64
 
 

In a corporate environment with an Exchange Server, you typically want Outlook to leave the emails on the server. The reason being that the admins at work backup the Exchange Server regularly (or should) and thus in the event of a local hard drive failure...you wouldn't lose your email (as you might if you put all of your email into a PST. Also, by keeping the mail directly on the Exchange Server, you can access that email via utilities such as Outlook Web Access and such.

That's why the default is to leave mail on a server.
My System SpecsSystem Spec
15 Apr 2011   #10

Windows 7 Pro x64 SP1 & Windows 8 & 8.1 Pro x64
 
 

@ Irene:

Hello again. When I get back to Office 2011 in the near future, I will make my desired settings to delete them on the e-mail server. In the meantime I setup Office 2007 and I'll stick with it. It is a real project for me to setup any Office product. I have many settings and configurations to do.

I want thank you for your help!

@ pparks1:

Hello. Yes, corporate environments would make sense to leave e-mails on the server -- for immediate and easy access. Yah, Outlook is designed for businesses more than for home use. For home use, taking them off the server is more practical since most e-mail servers have limits.

Thanks!
My System SpecsSystem Spec
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 Why does Outlook 2010 still leave e-mails on my e-mail server???




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