How to Manage Email Storage on the Server in Microsoft Outlook

People using webmail or connecting to the server through IMPAP setting, their emails are not being stored in the mail client, rather, they are working directly on the server with mail. Thus, once an email isdeleted, it is surely gone. Conversely, of POP3 setting is being used, the step is quite different.

A very common question that needs an appropriate answer is that despite cleaning Outlook Mailbox from time to time, their storage limit for emails gets hit. Though the problem is quite common, its answer is equally simple- the user needs to address the storage limit of the mail on the mail server rather than the personal computer.

This issue can be well understood by tracking the mail and how it passes through the various steps. To begin with, the email is received by the mail server. The server gets connected with Outlook, the email client and downloads the messages to the PC in case it is a POP3 connection. A copy of the same is kept by the mail server and the user also maintain inbox on the PC by either activating, deleting or keeping the message, but at the same time, nothing is done about the server email maintenance.

 Via webmail, the user can enjoy easy accessibility to the server mail and this platform helps them to decide whether they wish to delete any unwanted and older emails. Though, it may be a tedious task as there may be huge email volumes to go through, but it is essential.

For proper management of email storage, it is essential to have a proper Microsoft Outlook setup. When emails are deleted from the server, the email messages do not get removed from Outlook as they have been downloaded already. People may have to shun their habit to keep copies if they wish to have a proper email storage capacity.

Just 4 simple steps can help in setting up Email Storage Preferences:

Step 1- Go to File - click on Info - Go to Account Settings and from an Additional Drop Down, choose Account Settings;

Step 2- In the next step, you need to go to Change Account  - go to More Settings;

Step 3- In this step, the user can remove or add an account after selecting an account and making change in its settings.

Step 4- In the last step, the user need to choose Advanced, then delivery and then “Leave a copy of messages on the server” needs to be chosen and choose a specific number of days.

 
                           Microsoft Outlook Support Phone Number

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