Solved Why does Outlook 2010 still leave e-mails on my e-mail server???

[montecarlo1987]

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!

 

[Golden]

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

 

[Irene]

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.

 

[Golden]

That's it - see Irene's post. Nice one Irene.

 

[montecarlo1987]

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.

 

[Irene]

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.

 

[montecarlo1987]

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.

 

[Irene]

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?

 

[pparks1]

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.

 

[montecarlo1987]

@ 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!

 

[Phil79]

no such option

Dear all,

I don't know what the deal is, but my Outlook Pro Plus 2010 does not have that option in the advanced settings window as Golden and Irene mentioned. The last item on the advanced settings window is a setting to choose "Folders"?

Anyone know why?

 

[Irene]

Hello Phil79, welcome to the forum.

Your path to the setting, using Outlook Professional Plus, would be:

1. With Outlook open, Click the File tab.
2. Click Account Settings, and then click Account Settings.
3. Select the account for which you want to change settings.
4. Click More Settings.
5. Use the Connection tab to configure how Outlook connects to the mail server. You can then change the setting for leaving/not leaving messages on the server, and for how long.

.
.

 

[Phil79]

download problem finally solved

Dear Irene,

Thank you for the fast response. However, I was up late last night (again ) and I believe I solved the problem. You see, I had been using the same email software for about 10 years until recently. With this recent upgrade in software, I have learned the real differences in configuring POP3 and IMAP accounts. Now I know that most IP providers have recently (or at least within the last year or two) made IMAP a default setting for the new email software's "wise(z) installers". So, my account was set at IMAP and in IMAP there is no "Delivery" option to be unchecked under the "Advanced" tab. So, I had to reconfigure a new account "Manually" in order to be able to choose a "POP3" setting (which does let you choose whether to leave your mail on the server or not), then delete the first one which was automatically configured as an IMAP.

Would you confirm for me that my conclusions are correct? By the way, what does the seemingly useless IMAP stand for and what is its main purpose or difference that mail servers wanted to make it a default? :sarc:

Cheers
Phil

 

[Irene]

Some interesting information and comparisons here :
Windows Mail IMAP accounts: frequently asked questions

and here - it mentions Mac, but the explanation about POP3 and IMAP is good:
POP & IMAP Accounts

Well done for solving the problem.

 

[Barman58]

Main reasons for Choosing IMAP, (Internet Mail Access protocol), over POP3

If you use web access to check your mail the changes that you make at home, to your mailbox, are available from anywhere
Automatically synchronises mail between multiple systems, (desktop, laptop, Mobile Device, Etc)
If you lose your home system, (major failure, fire or theft), all your mail is backed up

Disadvantage is one of speed as the synchronisation can take time on a busy system

 

[Phil79]

Links

Thank you Irene for the links. You sure have incredible knowledge of where to find information resources!

After reading the articles, I have concluded (in my opinion) that IMAP is only good if you are using multiple computers. However, when I travel on business around the world, I always take my computer (with external backup). If I am forced to use another computer (which I prefer not to) I will check my mail via a web mail link (then download when my computer has access). To me, IMAP my only have been promoted by other corporate agendas (such as monitoring employees) which I am glad I do not have to deal with.

In any case, thank you for all the assistance and inspiration.

Cheers
Phil

 

[Irene]

In any case, thank you for all the assistance and inspiration.

You're very welcome, Phil.

Please come back and visit us again.

 

[memaphu]

Solved Why does Outlook 2010 still leave e-mails on my e-mail server??

I'm using Micorosft Exchange, is there any other way to download all my emails and leave nothing on my server? I need that because my server has allotted capacity.

There's no check/uncheck option in advance tab. (see below)

Thank You in advance

 

[Barman58]

Exchange is designed to work as a remote storage system for emails, which is why there is not an option to do as you wish.

If you discuss this with your system administrator it may be possible for you to manually archive older mails to your local machine and then get these purged from the server.

You would of course have to arrange for backup of these older archived messages as they would be outside the remit of the server backup