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    Using a POP account with multiple devices

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    • Summary

      When using a POP email account with multiple devices, email messages may only appear on the first device that receives them. This occurs when an email client is configured to automatically remove email from the server once an email client has received it. You can configure your email client (or clients) either to keep a copy of the email on the server, remove it after a certain number of days have passed, or keep it until you move it from your Inbox.

      Products Affected

      iPod touch, Mac OS X 10.6, iPhone, Mac OS X 10.5, iPad, Microsoft Entourage 2008, Microsoft Mail for Windows Vista, Microsoft Outlook Express, Microsoft Outlook 2007, Microsoft Outlook 2003, Mozilla Thunderbird, Yahoo Mail, Gmail Mail, and Microsoft Exchange

      Use the steps in the sections below to configure your email client(s) to keep a copy of retrieved email messages on the server. If your email client is not listed, or you use webmail, please contact your ISP or email provider for additional assistance.

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      Mac OS X Mail

      If you use the Mac OS X Mail application as your email client, you can deselect the "Remove copy from server after retrieving a message" option under the Advanced account settings in Mail Preferences. However, the default setting, to remove mail after one week, should be adequate for most users. Detailed instructions on setting it to remove the message after one week are included below.

      1. In Mail for Mac OS X 10.5 or later, choose Mail > Preferences.
      2. Click the Accounts tab.
      3. Select the account for which you wish to change the settings.
      4. Click the Advanced tab.
      5. Select the "Remove copy from server after retrieving a message" option.
      6. Choose After one week from the pop-up menu.
      7. Close Mail Preferences.

      Mail for Mac OS X

      iPhone, iPad, and iPod touch Mail

      By default, the Mail app on iPhone, iPad, and iPod touch will never delete messages from the server. This setting is appropriate for most users, but can be changed when necessary. Here are detailed instructions for setting Mail to remove messages on the server after one week (for example):

      1. In Settings, select Mail, Contacts, Calendars.
      2. Select the account for which you wish to change the settings.
      3. Select Advanced, located at the bottom of the list.
      4. Select the Delete from server option.
      5. Choose Seven days from the pop-up menu.
      6. Press the Home button to return to the Home screen. 

      Microsoft Entourage 2008

      If you use the Microsoft Entourage 2008 application as your email client, you can select the "Leave a copy of each message on the server" option under the account options (choose Tools > Accounts). Detailed instructions on setting it to remove the message after one week are included below.

      1. In Microsoft Entourage 2008, choose Tools > Accounts.
      2. Double-click on the account you want to edit.
      3. Select the Options tab located across the top of the window.
      4. Select the "Leave a copy of each message on the server" option.
      5. Select the "Delete messages from the server after" option.
      6. Enter 7 in the box to the right of "Delete messages from the server after."
      7. Click OK.
      8. Close Accounts.

      Microsoft Mail for Windows Vista

      If you use the Microsoft Mail application in Windows Vista as your email client, you can select the "Leave a copy of messages on the server" option under the advanced account properties. Detailed instructions on setting it to remove the message after one week are included below.

      1. In Windows Mail, choose Tools > Accounts.
      2. Click the account you wish to change the settings for and then click Properties.
      3. Select the Advanced tab located across the top of the window.
      4. Select the "Leave a copy of messages on the server" option.
      5. Select the "Remove from server after" option.
      6. Enter 7 in the box to the right of "Remove from server after."
      7. Click Apply and then click OK.
      8. Close Accounts.

      Microsoft Outlook Express

      If you use the Microsoft Outlook Express application as your email client, you can select the "Leave a copy of messages on the server" option under the advanced account properties. Detailed instructions on setting it to remove the message after one week are included below.

      1. In Outlook Express, choose Tools > Accounts.
      2. Click the account you wish to edit and then click Properties.
      3. Select the Advanced tab located across the top of the window.
      4. Select the "Leave a copy of messages on the server" option.
      5. Select the  "Remove from server after" option.
      6. Enter 7 in the box to the right of "Remove from server after."
      7. Click Apply and then click OK.
      8. Close Accounts.

       

       

      Microsoft Outlook 2007

      If you use the Microsoft Outlook 2007 application as your email client, you can select the "Leave a copy of messages on the server" option under the advanced account properties. Detailed instructions on setting it to remove the message after one week are included below.

      1. In Outlook 2007, choose Tools > Account Settings.
      2. Click the account you wish to edit and then click Change.
      3. Click the "More Settings" button.
      4. Select the Advanced tab located across the top of the window.
      5. Select the "Leave a copy of messages on the server" option.
      6. Select the  "Remove from server after" option.
      7. Enter 7 in the box to the right of "Remove from server after."
      8. Click OK.
      9. Close Account Settings.

       

       

      Microsoft Outlook 2003

      If you use the Microsoft Outlook 2003 application as your email client, you can select the "Leave a copy of messages on the server" option under the advanced account properties. Detailed instructions on setting it to remove the message after one week are included below.

      1. In Outlook 2003, choose Tools> E-mail Accounts.
      2. Select "View or change existing email accounts" and click Next.
      3. Click the account you wish to edit and then click Change.
      4. Click the "More Settings" button.
      5. Select the Advanced tab located across the top of the window.
      6. Select the "Leave a copy of messages on the server" option.
      7. Select the  "Remove from server after" option.
      8. Enter 7 in the box to the right of "Remove from server after."
      9. Click OK.
      10. Close Account Settings.

       

       

      Mozilla Thunderbird

      If you use the Mozilla Thunderbird application as your email client, you can select the "Leave messages on server" option under the server settings. Detailed instructions on setting it to remove the message after one week are included below.

      1. In Mozilla Thunderbird, choose Tools > Account Settings.
      2. Click Server Settings listed below the account you want to edit.
      3. Select the  "Leave messages on server" option.
      4. Select the "For at most" option.
      5. Enter 7 in the box to the right of "For at most".
      6. Click OK.

       

       

      Yahoo, Gmail, and Microsoft Exchange

      To leave email messages on the Yahoo! POP server, refer to the Yahoo help page.

      Gmail uses IMAP by default. If you have configured your Gmail account for POP, you can find information on how to leave messages on the POP server on the Gmail help page.

      If you have a Microsoft Exchange email account, see this document to change the amount of emails you can see on the device.

       

      Additional Information

      If you get an error message saying that your mailbox is locked, please see this article.

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