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Outlook 2013 Absolute Beginner's Guide Diane Poremsky [Outlook MVP]


How to configure Outlook to leave mail on the server

Many users would like to leave their e-mail on the server so they can download it from other computers or read mail using their provider's web interface.

This setting is found only in POP3 accounts – IMAP always leaves mail on the server, as does Exchange Server (assuming you are not using a PST as the delivery location) and the Outlook Connector for Hotmail/MSN.

In Outlook 2007 and Outlook 2010/2013:

  1. Go to Tools, Account Settings in Outlook 2007;  File, Account settings in Outlook 2010 and Outlook 2013
  2. Select the Email account, click Change (or double-click on the email account)
  3. Click More Settings
  4. Go to the Advanced tab – leave on server settings are in the lower section
    Leave mail on server settings

In Outlook 2003 and older:

  1. Tools, Email Accounts
  2. Select View or Change Existing Accounts
  3. Select the Email account, click Change
  4. Click More Settings
  5. Advanced tab – lower section

Tutorial: Leave mail on server in Outlook 2003 and older

Published January 20, 2011. Last reviewed on May 5, 2017.

Related posts:

How to always reply using a different email accountOutgoing server settingsDenied Access to Hotmail, Live, or MSN accounts in Microsoft OutlookAdd new accountCreate a new Outlook 2002 or Outlook 2003 ProfileShow ProfilesHow to create a "No Mail" Account in Outlook

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17 Comments on "How to configure Outlook to leave mail on the server"

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Sal
I am having similar issue. I have an outlook email address, setup on: 1.my computer (MS Outlook 2016), 2. mobile and 3. through http://www.outlook.com (server) If i read on my computer (1), it stays unread everywhere else. How can I setup so that the emails are sync, ie: - If i read once (either on outlook, mobile or server), it appears read on all. - If I delete, its deleted from all. - If i just read ( ie dont delete) - its not removed from server or mobile. I dont want an option where I read emails from MS… Read more »
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April 28, 2016 8:50 am
Diane Poremsky
Typically, with outlook.com accounts, you'd set it up on the devices and in outlook as an EAS account (or, if your account was moved to the new server, as an exchange account). This leaves mail on the server, syncs changes (read/delete state) to all computers and devices. POP3 is the only account that has an option to leave mail on the server - it downloads mail that is in the inbox on the server and would normally delete it from the server. Changes do not sync back to the server. IMAP, EAS, and Exchange sync with the server and mail… Read more »
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April 28, 2016 6:01 pm
Mitch E

That was a great help, THANKS. I have a new laptop with Outlook 2016 using IMAP but my emails were disappearing after 14 days. My email host Tech support was unable to help. Well after reading your Outlook Tips I realized that my desktop with Outlook 2010 using POP3 was controlling the duration that the files stayed on the server not the new laptop.

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April 8, 2016 9:33 am
mike g

How do I do the opposite of this with outlook 2016. I do not want my emails on the email server. WHen I log into outlook on my computer, I want to download the emails from the email server. The older versions of outlook did this. I can not find a setting on 2016 to do this.

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February 5, 2016 4:13 pm
Diane Poremsky
I'm guessing you had POP3 before and have IMAP now. Autoaccount setup creates imap accounts by default, if your server supports it. IMAP is a sync protocol - and mail stays on the server, syncing to outlook (or other clients). It's great if you use multiple computers or devices. If you want to switch back to POP3, if you have calendar, contact, or task folders labels 'this computer only', more or export these items to a pst file. Delete the imap account then add it back - using the manual setup option. If you have POP3, you can control how… Read more »
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February 6, 2016 8:04 am
Ian W

Finally, been trying to find out how to do this all night, thanks!

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February 14, 2016 7:45 pm
bb

Yes THANK YOU - you saved my Outlook. I never knew that since my other Outlook accounts weren't that way. thanks 100000000000. Sometimes you get a glitch and it won't go away so I was worried. By the way, WHY can't we sign in to these discussion with our yahoo account? why is google, facebook, twitter sanctioned but not yahoo, which has been around longer and is my favorite email and news thing..... Please add yahoo!

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March 26, 2015 10:45 pm
D Poremsky

Re: signing in with yahoo - I don' think yahoo allows it or if they do, it's not as easy to integrate.

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March 27, 2015 7:07 am
Ackerjax

Diane - Thank you!! Directions are simple enough even for me to follow. The test? New email came in on webmail site - went to Outlook to retrieve even read it and sure enough it stayed in the server so I still could view it on the webmail. Thank you again.

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February 25, 2015 9:56 am
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