Email Management Tips: Should You Leave a Copy of Emails on the Server?

Deciding whether to leave a copy of emails on the server can be crucial for managing your Professional email storage and ensuring you have access to your messages across different devices. This guide will explore the benefits and drawbacks of this setting, how it affects your email accessibility, and provide step-by-step instructions on how to configure POP3 email programs to meet your needs.

Select the option that applies to you:

• What does it mean to Leave a Copy on the Server
• Reasons you want to Leave a Copy on the Server
• Reasons you do not want to Leave a Copy on the Server
• How to Configure Leave a Copy on the Server for common POP3 Programs

What does it mean to Leave a Copy on the Server

When you receive an email, configuring the POP3 program to leave a copy of emails on the server ensures the message remains in your Webmail and is also downloaded to your POP3-connected device. This setup enhances your email storage management by allowing seamless access across multiple devices, providing a reliable backup and easy way to configure POP3 email settings for optimal use.

1. Both your Webmail and POP3 email program simultaneously receive the new email message.
2. Normally, your Webmail is set to send a command that automatically deletes the email from the server to save space.
3. If configured to leave a copy on the server, this command is overridden, and the email remains on the server even after it is downloaded to your POP3-connected device.

By enabling this setting, you ensure that all your devices have access to your emails, providing a seamless way to configure POP3 email settings for optimal access and backup.

Reasons you want to Leave a Copy on the Server

We recommend that you purchase additional storage if you plan on leaving copies of your messages on the server.

• You have several POP3 devices that you use to receive email. If you do not select this option, only the first program to receive the email will see that message.
  • For example, if you do not leave a copy turned on, and your computer receives the message before your phone, your phone will not have a chance to see that message.
• You want to use Webmail often and see the same messages you may have already received to your POP3 email program.
• You want a backup of your messages in case your POP3 program becomes inaccessible.

Reasons you do not want to Leave a Copy on the Server

• Limited Webmail Use. Not logging into your Network Solutions Webmail regularly can lead to full email storage, potentially blocking new messages.
• Single POP3 Program. Using just one POP3 program for downloading mail and storing local backups simplifies email storage management but necessitates frequent checks to avoid reaching storage capacity.

How to Configure Leave a Copy on the Server for common POP3 Programs

Choose the appropriate link for your POP3 program from the list below:

• Microsoft and Windows Email Programs
• Mac Email Programs
• Thunderbird
• Mobile Devices