Leave e-mail messages on your e-mail server

Applies to
Microsoft Office Outlook® 2003
Microsoft Outlook® 2002

All the e-mail messages that you receive go through an e-mail server (e-mail server: A computer that stores e-mail messages.) for your e-mail account (email account: The server name, user name, password, and email address used by Outlook to connect to an email service. You set up the email account in Outlook by using information provided by your administrator or Internet service provider (ISP).). Depending on the type of e-mail account that you use, your e-mail messages are processed in one or more of the following ways.

Mail locations

Callout 1 Messages remain on the server. Outlook connects to the server, and you can read or delete your messages.
Callout 3 Copies of messages are downloaded and synchronized with messages on the e-mail server. Microsoft Exchange Server accounts provide this functionality by creating a local Offline Folder file (.ost) (Offline Folder file: The file on your hard disk that contains offline folders. The offline folder file has an .ost extension. You can create it automatically when you set up Outlook or when you first make a folder available offline.). This file is used for working offline when you can't connect or don't want to connect to the e-mail server. This file is also used by the Cached Exchange Mode feature in Outlook 2003.

E-mail account types differ in how e-mail messages are saved and synchronized with the e-mail server. For example, by default POP3 e-mail accounts delete e-mail messages from the e-mail server when downloaded into Outlook. However, you can customize how e-mail messages are retrieved and saved. Other e-mail accounts, such as an Exchange Server e-mail account, save all e-mail messages on the e-mail server by default. You can configure an Exchange Server e-mail account to keep a copy of e-mail messages on your computer that allows you to read e-mail messages when not connected to the Exchange Server. For information regarding how different e-mail accounts handle e-mail message, see the following:

ShowPOP3 e-mail accounts

When you retrieve e-mail messages from a POP3 (Post Office Protocol 3 (POP3): A common Internet protocol that is used to retrieve email messages from an Internet email server.) e-mail account, the messages are deleted from the e-mail server by default after they are downloaded to your computer. For many people, this works great.

However, if you want to check your e-mail from multiple computers, you must configure Outlook to not delete the messages on your e-mail server. This scenario is most common for people who want to check their home Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) e-mail account from work and download the messages for permanent storage on their home computer.

When you leave messages on your e-mail server, you can choose from several options to delete your messages. To make your choice, you need to consider several factors about your e-mail usage, such as how long you want the messages to be accessible from multiple computers and the storage limits imposed by your e-mail server administrator. If you exceed your storage limit, you might be unable to receive new messages or might be charged additional fees. Typically, it is best to have one computer set to the default setting that doesn't leave e-mail messages on the e-mail server. When you use the computer to retrieve your e-mail messages, they are downloaded and deleted from the e-mail server. If you choose not to do this, Outlook allows you to select a time duration for leaving e-mail messages on the server.

  1. On the Tools menu, click E-mail Accounts.
  2. Click View or change existing e-mail accounts, and then click Next.
  3. Select your ISP account, and then click Change.
  4. Click More Settings.
  5. Click the Advanced tab, and under Delivery, select the Leave a copy of messages on the server check box.

Internet E-mail Settings dialog box

  1. Select one of the following options:
    • Remove from server after x days     E-mail messages are downloaded to your computer but remain on the e-mail server for the number of days that you specify. This is the most common setting for people who want to read their messages at work but also download them for permanent storage on their home computer. We recommend that you choose the smallest number of days that suits your needs. The longer you leave messages on your e-mail server, the greater the risk of exceeding your mailbox size quota.
    • Remove from server when deleted from 'Deleted Items'     E-mail messages are downloaded to your computer but also remain on the e-mail server indefinitely until you delete the e-mail message in Outlook and empty the Deleted Items folder. Just deleting the message doesn't remove the message from the e-mail server.

If you do not select either check box, messages are left on the server indefinitely. You can eventually exceed your mailbox quota, unless you connect to the e-mail server from another computer that has Outlook configured to remove messages from the e-mail server.

  1. Click OK, and then click Finish.

For more information on using your POP3 e-mail account on multiple computers, see the See Also section in this article.

ShowIMAP e-mail accounts

When you access an IMAP (IMAP (Internet Message Access Protocol): Unlike Internet email protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.) e-mail account, your messages are copied locally. However, the messages also remain on the e-mail server until you mark them for deletion and use the Purge Deleted Items command. For more information on deleting IMAP messages, see the See Also section in this article.

ShowHTTP e-mail accounts

When you access an HTTP (Hypertext Transfer Protocol (HTTP): Protocol that is used when you access webpages from the Internet. Outlook uses HTTP as an email protocol.) e-mail account, your messages are saved on the e-mail server until you delete them.

ShowExchange Server e-mail accounts

When you access an Exchange Server e-mail account, your messages are saved on the e-mail server until you delete them.

 
 
Applies to:
Outlook 2003