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Outlook 2010: How to Save or Remove Emails from the Server

44 Comments

In this article we will cover how to configure Outlook 2010 to save/remove emails on the server when using POP3 after downloading them to Outlook.

This article ONLY applies to POP3 connection types.

1) Open Outlook

2) Click File

3) Click the Account Settings button

4) Select the Account Settings button from the drop-down

5) Double click on the email you wish to edit.

6) Click the More Settings button

7) Click the Advanced tab

8) If you wish to keep the email on the server, click Leave a copy of messages on the server
 

9) If you wish to automatically delete them from the server after a certain time period, click Remove from server after, then pick the number of days you wish to keep them.

Please note that removing emails from the server does NOT remove them from your outlook. However, you will no longer be able to download them again in the future. Make sure you backup any email you wish to keep if you need to re-install outlook for some reason.

You can also automaticly remove them from the server when you delete the message in outlook by clicking Remove from server when deleted from Deleted Items 

That’s it! You now know how to keep/remove emails from the server after you have downloaded them to outlook.

Still have a question? Or need help?
See an error in this article or want to suggest a missing topic? Please leave us a comment below! If you need technical support with your account, please email us, chat live with a representative, or call us!

44 Comments

  • this option is NOT available on my Outlook 2010 for some reason….

    Reply

    • Hi Sig,

      Are you logged in with admin rights to the system? Outlook 2010 is pretty standard, with no real deviations in what is available.

      Reply

      • Hi Dear,

        i can’t active this is your text on my outlook 2010

        i have problem is:

        i make Remove from server after 10 Days

        but not work this option.. still my outlook downloading massage from server ..

        please advice
        regards,
        Hasan

        Reply

        • Hi Hasan,

          If you have this set to a POP connection, and you are downloading the same messages over and over again, something is cutting off your download before you get all of your mail. Have you checked in webmail, to see what may be blocking the download? An overly large message, or a large attachment, may cause this behaviour.

          Reply

    • because ur mail accunt type is IMAP..right?

      Reply

      • This may be a possibility as well. If you have set the account type to IMAP, this option would not be present because it is unneeded.

        Reply

  • Your account is IMAP, you need pop3 account to get this option. IMAP cannot be changed to pop3 so you need to create a new account with pop3 which you need to add and configure manually, only then you can get this option.

    Reply

    • Hi Sheikh,

      This is correct. We actually mention that early in this article:

      “In this article we will cover how to configure Outlook 2010 to save/remove emails on the server when using POP3 after downloading them to Outlook.”

      You are free to use POP or IMAP with our services, it is entirely up to you :)

      Reply

    • Many thanks for publishing That little Information!!

      Reply

  • I do the above steps but as soon as I close Outlook it defaults to not leaving emails on the server and I have to do it all over again. Any suggestions on how to get it to stick? It’s POP3

    Reply

    • Hi Tracey,

      If Outlook is reverting the changes on close, there may be something wrong with the Outlook install itself. Nothing on our end would cause that, as your client is closed when it happens. Based on some research, are you using a few different versions of Outlook on the same network, connecting to the same account? That seems to be the most commonly reported cause of this behaviour.

      Reply

      • Hi James,
        I only have one version of Outlook 2010 on my PC. It’s very odd this is happening.

        Reply

        • Hi Tracey,

          The different versions would not necessarily need to be on the same machine – if you have several devices running on the same network, it can cause this issue with different Outlook versions.

          Note that this is simply one suggestion, based on my research into this. As mentioned, this is not something that would be caused on our end, nor is this suggestion the only possible cause. You can certainly open a support ticket with our team on this, to have a closer look, but I cannot guarantee that we will be able to solve this, as it may be an issue with the software itself.

          Reply

  • Hi James,
    I have problem with my outlook mail as I have some mails that are on the server and when i make Send/Receive it starts to download them but at the end it makes error so please tell me another way to get rid of these mails even if by deleting them from the server and not having them any more.
    waiting your kindly reply.
    thanks in advance.

    Reply

    • Hi Mohamed,

      It sounds like you are hitting an email message that is corrupt, or too large to download. When that happens, especially in a POP connection, no mail is removed from the server and you need to try again the next time you check your mail.

      To check this, try logging into webmail and deleting the offending message there.

      Reply

      • Hi James,
        But I m not able to log in through web as there is setting must be done for my email and that settings cant be done through web it must be done through outlook.
        So please if you have any suggestion to solve this problem please let me know it.
        waiting your kindly reply.
        Thanks for your attention and reply.

        Reply

        • Hi Mohamed,

          In that case, I would recommend you open a ticket with our support team, via BackStage, with as much information as you can provide. We would be happy to take a look for you there.

          Reply

  • I have a doubt, when I set the days as 5 days and i didn’t open my outlook for one week. And I opened it after one week, the old mails (before 5 days) will be delete before downloading it to the outlook or after download?

    Reply

    • Hi Shafi,

      They will be deleted after the download, technically. The ‘clock’ starts when the message is downloaded, rather than received.

      Reply

  • Great, easy to follow tutorial. Thank you.

    Reply

  • it is working for inbox & not for sent mails.
    what about sent mail if sent from outlook?
    plzzz help me………

    Reply

    • Hello Sudhir,

      I’m sorry, but I am not entirely sure what you mean. Are you looking to have sent messages removed from the server? If so, this is the default behaviour – your mail client will show messages in the Sent folder, but they do not remain on the server unless you are using IMAP.

      Reply

      • Thanks buddy I got it.

        Reply

  • I had forgotten where this was. Thank you for straight forward, easy to follow instructions. Task completed.

    Reply

  • Outlook on desktop and laptop set to never delete from server. Both are pop3. Also have ipad and iphone 5 and 6. If email us opened on any device opens on all. If deleted on any device, deleted on all. Used to be if I downloaded emails then deleted from server thet stayed on device. Not so anymore. Even if downloaded on device, then deleted from server, they get deleted from devices. Only started doing this two weeks ago. Use outlook and road runner. Any ideas?

    Reply

    • Hello Diana,

      As long as all devices are using POP, this should not happen. If you have a single device using IMAP, however, this could interfere with your mail display. There is nothing on the server that would cause this to happen.

      Reply

      • Cannot configure iphone 5 iphone 6 or ipad to imap. No idea why. Any suggestions?

        Reply

        • Hello Diana,

          These devices should default to IMAP when setting them up.

          Reply

          • So sorry. Too much holiday cheer I guess. I cannot configure iphones/ipad to Pop. Does not give me the choice. Automatically defaults to imap. One apple help conversation I picked up said to input wrong email address and then you get the imap/pop choice. I did that and it did come up but after typing in correct information it just says ” in use on another device.” So, I am unable to configure my apple devices to Pop. Any help would be greatly appreciated.

            Diana

            Reply

            • Hi Diana,

              That is strange, and that trick should definitely work. I’m going to suggest you contact our support team – we can’t support your mail app directly, but we should be able to get you pointed in the right direction.

              Reply

              • I talked to apple help. No help. They were to get back to me, but never did. Any oecific contact I should use?

                Reply

                • Hi Diana,

                  I do not have a specific contact at Apple, no – have you contacted our support team, though?

                  Reply

  • I have a Time Warner POP e-mail account using Outlook 2010. I followed the instructions for removing a copy of e-mails on the server by going into my Outlook Account Settings and removing the check mark in the box that says to leave a copy of the e-mails on the server. However, when I close out Outlook and reopen it the check mark is back in the box. It appears Outlook does not save the setting when the program is closed out. How can I get Outlook to save the setting?

    Reply

    • Hello Steve,

      That sounds like an issue with Outlook, rather than with the email account on our end. I am afraid there is not a lot we could do to resolve this. I would recommend backing up your mailboxes locally, then removing and recreating the mail account in Outlook.

      I must stress that you absolutely MUST backup your mailboxes before doing this. You may not lose the mail, but as you are using a POP connection we would not have the majority of your messages in our backups.

      Reply

  • I noticed in the bottom of your instructions you said

    “That’s it! You now know how to keep/remove emails from the server after you have downloaded them to outlook.”

    I have a question… if a user deleted the email from their email client, and their deleted files folder in outlook 2007, and is not listed in deleted emails from the tools > retrieve deleted emails section of the menu bar, and I find the email on the server (2003), How do I re-send that specific email from the server back to the user so that he has it in his inbox again?

    Reply

    • Hi Larry,

      The really depends on what server the mail is on. If it is ours, you can simply move the file from the /cur folder to /new, and that’s it. Most mail servers have a similar file structure, but I would recommend researching it thoroughly before moving files around, just to make sure.

      Reply

  • Thank you for your help !

    Reply

  • When I get to step 5, it shows my email but the type is Microsoft Exchange. When I double click on it and then hit more settings (step 6) the window that come up is a bit different. The tabs at top are listed as General, Advanced, Security, Connection. I click on Advance but get a different window. I’m using Microsoft 2010. It is a window that ask if I want to add or remove mailboxes. Cached Exchange Mode settings. Mailbox Mode and a box that says Outlook Data File Settings. It doesn’t give me any options to remove from server after so many days. Any ideas on what to do? Thanks.

    Reply

    • Hello Stephanie,

      This option is really only needed when the email type is POP. In Exchange, it should be leaving a copy on the server by default. If it is not, I would recommend you contact our support team, so we can take a look.

      Reply

  • I delete e-mails from the server after they have been received as outlined above. This is working fine except that I keep getting 10 old e-mails that I have deleted 4 or 5 times!

    I have deleted all mail from the server by logging into my account on the web and there do not appear to be any e-mails in any of my mailboxes, I have also booked into my account using mail2web There are no messages in my inbox.

    However if I log into my outlook mail these messages still keep getting downloaded!!

    Any ideas?

    Reply

    • Hello John,

      That is very strange, and there may be something odd about those messages in particular. Have you contacted our support team about this? They will be able to look into this, and identify what is causing these messages to stay, and help you remove them.

      Reply

      • Many thanks James, I have now found that if the messages are left in Outlook they are not downloaded again! I will contact my provider (British Telecom) tomorrow and see if they can provide an explanation!!

        Reply

  • unable to see previous webserver files after configuration new webserver in ms outlookk 2010

    Reply

    • Hello San,

      I am not sure what you mean. Did you lose the previous account settings? If so, were you editing an existing account in Outlook, or creating a new one?

      Reply

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