Ms Office Tune Up

It’s a modern-day dilemma: How do you keep tabs on your work email when you’re not at your desk or in the office? If you have a notebook computer or PDA with you, or if you have a computer at home, you can set up any of these machines to also check for messages on your work account. Unfortunately, after you download a message to the other machine, Outlook deletes it from the server. This means that the message is gone when you go to check your email on your work computer, which is almost certainly not what you want.

You can solve this dilemma by configuring Outlook to leave a copy of your incoming mes­sages on the server after you download them. That way, no matter which machine you use to check your email, a copy of the message is still available when you check messages using another machine. Note that this does not mean that Outlook will keep downloading the same messages over and over each time you check your mail. After you download a mes­sage once to any computer, Outlook won’t download the same message again to that com­puter.

Here are the steps to follow to configure your account to leave a copy of incoming mes­sages on the server:

1. Choose Tools, Account Settings. Outlook display the Account Settings dialog box.
2. In the E-mail tab, click the account you want to configure.
3. Click Change. Outlook displays the Change E-mail Account dialog box.
4. Click More Settings. Outlook displays the Internet E-mail Settings dialog box.
5. Click the Advanced tab.
6. Click to activate the Leave a Copy of Messages on the Server check box.
7. If you want Outlook to delete the message from the server after a while, click to acti­vate the Remove from Server After X Days check box and then specify the number of days after which you want Outlook to automatically delete the messages from the server.
8. If you click to activate the Remove from Server When Deleted from ‘Deleted Items’ check box, Outlook deletes the messages from the server when you permanently delete the messages.
9. Click OK to return to the E-mail Accounts dialog box.
10. Click Next.
11. Click Finish to return to the Account Settings dialog box.
12. Click Close.

Note that you probably want to configure your main computer and your secondary com­puters or devices a little differently:

• Main computer-Activate the Leave a Copy of Messages on the Server check box and the Remove from Server After X Days check box. For the number of days, choose a value that gives you enough time to download the messages using your other devices. Even if you don’t download the messages on your other machines, at least they won’t pile up on the server.
• Your other devices-Activate only the Leave a Copy of Messages on the Server check box.

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