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

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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!

20 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

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