Outlook – Multiple Accounts Delivered To One Inbox

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[Drcard:))]

This tip is for those that have multiple (2 or more) accounts in Outlook.

Outlook-Multiple-Accounts-Delivered-To-One-Inbox

HTH, Dana:))

• This topic was modified 1 year, 8 months ago by Drcard:)).

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doriel, cyberSAR

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Even easier if you use pop rather than imap. Go to settings and change the inbox to your chosen inbox for each acct.

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cyberSAR wrote:

Even easier if you use pop rather than imap

I like POP3 mostly because that protocol is set up to keep my emails on my HDDs and it can be set to delete emails from server after downloading so my emails are not kept on the server. POP3 limits me to download my emails to a single device or maybe view the emails on web access if your email provider provides web access. Also I’m not to sure just how much longer mail providers will offer POP3 protocol.

I like IMAP mostly because that protocol is set up to allow me to access my emails on different devices. I don’t like my emails kept on a server and still want my emails downloaded and stored on my HDDs.

I chose a hybrid of these two protocols: The accounts are set up as IMAP which allows access from different devices. On my main PC I created an Outlook Data file which is a .pst file which I can move any emails that I want to keep (all in organized folders). I delete all other emails I didn’t move to the Outlook Data File from the IMAP folders and from the mail server. If I check my emails on another device I delete what I don’t want, but leave the emails I want on the server until I get back to my main PC and the Outlook Data File.

HTH, Dana:))

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windbg, cyberSAR

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POP3 limits me to download my emails to a single device or maybe view the emails on web access if your email provider provides web access. Also I’m not to sure just how much longer mail providers will offer POP3 protocol.

I certainly understand the upside and downside of both protocols. What we do is set the account to leave messages on the server for x amount of days (Outlook defaults to 14 days). This allows them to be retrieved with phones and such but maintains the copy on our machines. Phones are also set to send a copy of any replies to our inbox for saving and tracking.

My biggest issue with IMAP is my clients never archive and delete messages so are constantly running into space issues. For the ones whose machines we maintain it isn’t an issue but for others it’s a pain and they save YEARS worth of messages on the servers.

I use my own servers for email (other than a couple garbage accounts) so hopefully I wouldn’t be impacted as soon as some others but who knows!

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windbg

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“I chose a hybrid of these two protocols…”
“…my clients never archive and delete messages so are constantly running into space issues”

Fudge IMAP with a desired “POP3” behavior on Outlook?

The general idea is to migrate messages in some folders from an OST file (which is what the server “has” too) to a PST file.

With IMAP, how can mail be moved to a local folder and then deleted at the mail server but remain at each client?

The general idea would be to write an Outlook email rule that would automate this movement based on number of days. But the Outlook email rules don’t support move contents between folders after x days.

A solution should be auto archive settings, which can be applied on a per folder basis. This should work, regardless of email server vendor, right?

We should be able to configure Outlook with this default behavior of archiving after x days. And then each user could modify the initial auto archive settings to their liking on a per folder basis.

In this fashion, older emails are off loaded from server storage to client storage, automatically.

This automatic archive would only run on the desktop client, not the mobile devices, I would assume, because I suspect the emails would disappear on the mobile devices automatically via the server deletion.

(The UI downside is the top level folder split between current folders and archive folders.)

What am I missing?

Windows 10 22H2 desktops & laptops on Dell, HP, ASUS; No servers, no domain.

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In my case I do have a few set to auto-archive after I think 3 months and they are happy with it. Personally I prefer manually archiving my files as sometimes I copy to multiple folders before moving. I also don’t create folders in my main .pst and keep it as lean as possible. Sometimes I’ll leave something in my inbox for 6 months or more depending on the project, so auto-archive by time would be a nightmare for me.

I have one client that has about 10 years worth of email in his inbox. That’s how he wants it!

Just yesterday we had a business client hit his quota. Increased the quota and ran the mail queue for him. Immediate problem solved. Then I find out his whole business is run from he and his partner’s iphones. They don’t have a desktop. I don’t know iphones that well or what the storage is like, but that shocked me. He’s considering picking up a desktop because the phones have caused him grief on occasion.

Guess there is no one perfect solution for all!

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