We have been getting a number of calls recently with regard to Outlook users losing emails.
Most of the calls are from business users, who have Outlook accounts setup and used across several computers. These users report that only some emails are appearing on one computer or another, and that they are not able to retrieve the same messages.
This is a clear sign that the emails are BEING DELETED from the server and stored locally on a specific computer running Outlook. This is an IMPROPER and inappropriate setting, especially for dual computers or business computers.
Below we show you the steps to ensure that you LEAVE A COPY OF ALL EMAIL MESSAGES on the server.
Should your server become overloaded, you can then download messages to ALL computers, ensure they are all updated with the same emails and then turn off this setting.
This will delete all the messages ONLY once you ensure that the servers retain the emails.
The steps are as follows, but are highly dependent upon which Outlook version you use.
You may find the details under this article of use: OUTLOOK SETTINGS
STEP 1
Under the Tools menu (either Outlook Express or Outlook), choose the ACCOUNTS option to review your accounts.
Double click on the specific email account you wish to modify.
STEP 2
Choose the Advanced tab, at the top of the Internet email settings window as shown, and ensure that your Delivery option is checked to include the "Leave a copy of message on the server" option.
Please check (tick) this box.
If you receive large volumes of emails, then you should also set the "Remove from server after XX days" option, by checking the box (tick box beside it).
We recommend you set the total number of days to greater than two weeks (a safe level).
Press the OK button to save the new configurations.
It is beneficial to retain emails on the server, even for a short period of time. Otherwise each time any one specific computer runs Outlook t retrieve the emails, they are removed from the server.
Outlook should not DELETE emails from the server, since doing so makes it very difficult to retrieve them later on to other Outlook computers.
If you need further assistance, please call our Microsoft support engineers (New Zealand ONLY) at:
0800 77 777 1 option 2.
