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Turn on server copies for a POP account in classic Outlook
- In Outlook, select File > Account Settings > Account Settings.
- On the E-mail tab, select the POP3 account and choose Change.
- Select More Settings, then open the Advanced tab.
- Under Delivery, select Leave a copy of messages on the server.
- Save the account changes and close the settings windows.
Microsoft documents this route for classic Outlook for Microsoft 365 and Outlook 2024, 2021, 2019, and 2016; its guidance for a missing option also lists Outlook 2013 and 2010. The menu path is for classic Outlook, not necessarily every version of the new Outlook for Windows. Microsoft Support: Read POP3 email messages on multiple computers
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Set the option on every computer that checks the account
For mail to remain available on the server when you use multiple computers, configure each computer’s POP account to leave a copy there. If another computer uses POP without retaining a copy, it may download a message and tell the server to delete it. Microsoft says, “Enabling Leave a copy of the message on the server will allow you to access your email from multiple computers.” Microsoft Support
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Choose how long Outlook retains server copies
The Advanced tab may offer additional delivery options, including removing messages from the server after a chosen number of days, after deleting them in Outlook, or when the Deleted Items folder is emptied. Keeping every copy gives other devices longer access; a removal condition can help manage server mailbox use.
There is no universal storage allowance to apply here: providers set their own POP mailbox limits and retention policies. Microsoft cautions that a full mailbox can prevent new mail from arriving and that a provider may charge additional fees. Check your provider’s terms before deciding how long to retain copies. Microsoft Support
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.If “Leave a copy of messages on the server” is missing
Check the account type in File > Account Settings > Account Settings. The checkbox is for POP3 accounts, which download messages to the computer. Common IMAP and HTTP-style accounts, including Gmail or Outlook.com accounts in Microsoft’s explanation, keep mail on the server until it is deleted and do not use this POP setting. Microsoft Support: Change the settings for a POP3 or IMAP account
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If you are using a different Outlook interface, first identify whether it is classic Outlook or new Outlook; the classic menus above are not established for every new Outlook build. Your provider may also affect account behavior, so consult its POP instructions if the account is confirmed as POP but the option is still unavailable.
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