How do I make Outlook 2013 POP connections leave a copy of my messages on the server?

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If you have set up Outlook 2013 for POP3 connections (instead of the IMAP connections we recommend), it’s possible to leave a copy of each message on the mail server after Outlook reads it.

You’ll want to do this if you read email in Outlook and another program (or our Webmail system). If you don’t do this, Outlook will delete the message copy from our servers, and the other program (or Webmail) won’t be able to see the messages.

You can also do this if you want your old incoming mail to be permanently stored in our backup system (see “E-mail backups” on our backup policy page for more details).

This page explains how to set up Outlook to leave a copy of each message on the server. It assumes that you have already followed the basic instructions to set up Outlook 2013 for POP3 connections.

Before you continue, you should enter your email address (the address you want to set up in Microsoft Outlook) in the box above. Entering your email address makes sure that the instructions below are correct.

Changing the Outlook settings

To leave messages on the server, you will:

  • Open the Advanced settings window for your mail account
  • Change the length of time that Outlook 2013 stores messages on the server.

1. Start Outlook 2013.

If Outlook 2013 isn’t already running, start it now.

2. Select the account.

Click the File tab on the ribbon. Go to Info and select the account for your email address if it’s not already chosen:

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Click Account Settings. A drop-down menu will appear. Click Account Settings.... The “Account Settings” window appears.

Make sure your email address is selected, then click Change.

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3. The “Change Account” window opens.

Click the More Settings button.

4. The “Internet E-mail Settings” window appears.

Choose the Advanced tab. It will look like:

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Make sure that Leave a copy of messages on the server and Remove from server after are checked. Then change the “14” to the number of days you want to leave messages on our servers.

You can also uncheck the Remove from server after X days checkbox completely — but if you leave messages on the server forever, it can eventually slow down your mail connections and use up your disk space allowance. So we recommend choosing a number of days that’s long enough that you’ll be able to read the messages in your other mail program (or Webmail). In terms of performance, even using a large number such as 365 days is better than not checking this box.

If you check Remove from server when deleted from 'Deleted Items', the messages will be deleted when you delete them in Outlook. This may be useful if you’re trying to keep your Webmail box (sort-of) in sync with Outlook without using IMAP, but you shouldn’t choose it if you’re trying to leave messages on our servers to be permanently backed up.

5. Click OK to close the “Internet E-mail Settings” window.

After you close the “Internet E-mail Settings” window, the “Change Account” screen will still be visible.

6. Test the settings.

Click Next. Outlook will test the settings, then should tell you that “all tests completed successfully”.

7. Close the last window.

If the “Test Account Settings” window is still open, click Close to continue.

Click Finish to finish the wizard.

Outlook setup is complete

You’re finished! From now on, any mail that arrives should stay on the server, and you should be able to see it in your other mail program or Webmail. (If you’re using another mail program, you’ll probably want to setup that program to leave a copy of your messages on the server, too.)