Outlook Storage Settings

This page shows how to set up Outlook to download mail to multiple devices and reduce your stored mail size.
For instructions regarding general Outlook connectivity refer to the Outlook connection page.

Select your Outlook version


Outlook 2010

  1. Click on the File tab
  2. Make sure the Info section is active and your e-mail account is selected.
  3. Click on the Account Settings button and choose Account Settings...
  4. Make sure you are on the E-mail tab.
    Select your account name then click on the Change... button
  5. Click the More Settings... button.
  6. In the dialog that appears, select the Advanced tab.
    If you do not receive this mail on another computer or mobile device and do not use webmail:
    • Leave a copy of messages on the server should be unchecked
    If you do receive this mail on another computer or mobile device or use webmail:
    • Leave a copy of messages on the server should be checked
    • Remove from server after should be set to 7 days.
      This value can be set longer depending on how often you check your mobile device or webmail.
    • Remove from server when deleted from 'Deleted Items' can be checked if you want.
    • The benefit to checking this box is that if you permanently delete a message you don't want, it won't be delivered to your mobile device.
  7. Click OK to close out of the Internet E-mail Settings dialog
  8. Uncheck Test Account Settings by clicking the Next button and click the Next > button.
  9. Click Finish to complete the changes.

Outlook 2007

  1. Go to the Tools menu and select Account Settings...
  2. Make sure you are on the E-mail tab.
    Select your account name then click on the Change... button
  3. Click the More Settings... button.
  4. In the dialog that appears, select the Advanced tab.
    If you do not receive this mail on another computer or mobile device and do not use webmail:
    • Leave a copy of messages on the server should be unchecked
    If you do receive this mail on another computer or mobile device or use webmail:
    • Leave a copy of messages on the server should be checked
    • Remove from server after should be set to 7 days.
      This value can be set longer depending on how often you check your mobile device or webmail.
    • Remove from server when deleted from 'Deleted Items' can be checked if you want.
    • The benefit to checking this box is that if you permanently delete a message you don't want, it won't be delivered to your mobile device.
  5. Click OK to close out of the Internet E-mail Settings dialog
  6. Click Next > then Finish in the Change E-mail Account dialogs.

Outlook 2003

  1. Go to the Tools menu and select E-mail Accounts...
  2. Make sure View or change existing e-mail accounts is filled
    Click the Next > button.
  3. Select your account name then click on the Change... button
  4. Click the More Settings... button.
  5. In the dialog that appears, select the Advanced tab.
    If you do not receive this mail on another computer or mobile device and do not use webmail:
    • Leave a copy of messages on the server should be unchecked
    If you do receive this mail on another computer or mobile device or use webmail:
    • Leave a copy of messages on the server should be checked
    • Remove from server after should be set to 7 days.
      This value can be set longer depending on how often you check your mobile device or webmail.
    • Remove from server when deleted from 'Deleted Items' can be checked if you want.
    • The benefit to checking this box is that if you permanently delete a message you don't want, it won't be delivered to your mobile device.
  6. Click OK to close out of the Internet E-mail Settings dialog
  7. Click Next > then Finish in the E-mails Accounts dialog to go back to the main screen.

Outlook 2002 / XP

  1. Go to the Tools menu and select E-mail Accounts...
  2. Make sure View or change existing e-mail accounts is filled
    Click the Next > button.
  3. Select your account name then click on the Change... button
  4. In the dialog that appears, select the Advanced tab.
    If you do not receive this mail on another computer or mobile device and do not use webmail:
    • Leave a copy of messages on the server should be unchecked
    If you do receive this mail on another computer or mobile device or use webmail:
    • Leave a copy of messages on the server should be checked
    • Remove from server after should be set to 7 days.
      This value can be set longer depending on how often you check your mobile device or webmail.
    • Remove from server when deleted from 'Deleted Items' can be checked if you want.
    • The benefit to checking this box is that if you permanently delete a message you don't want, it won't be delivered to your mobile device.
  5. Click OK to close out of the Internet E-mail Settings dialog
  6. Click Next > then Finish in the E-mails Accounts dialog to go back to the main screen.

Outlook Express

  1. Go to the Tools menu and select Accounts...
  2. Select your account name then click on the Properties button
  3. In the dialog that appears, select the Advanced tab.
    If you do not receive this mail on another computer or mobile device and do not use webmail:
    • Leave a copy of messages on server should be unchecked
    If you do receive this mail on another computer or mobile device or use webmail:
    • Leave a copy of messages on server should be checked
    • Remove from server after should be set to 7 days.
      This value can be set longer depending on how often you check your mobile device or webmail.
    • Remove from server when deleted from 'Deleted Items' can be checked if you want.
    • The benefit to checking this box is that if you permanently delete a message you don't want, it won't be delivered to your mobile device.
  4. Click OK to close out of the Account Properties dialog
    Click Close to close out of the Internet Accounts dialog and go back to the main screen

Outlook 2000

  1. Go to the Tools menu and select Accounts...
  2. Select your account name then click on the Properties button
  3. In the dialog that appears, select the Advanced tab.
    If you do not receive this mail on another computer or mobile device and do not use webmail:
    • Leave a copy of messages on server should be unchecked
    If you do receive this mail on another computer or mobile device or use webmail:
    • Leave a copy of messages on server should be checked
    • Remove from server after should be set to 7 days.
      This value can be set longer depending on how often you check your mobile device or webmail.
    • Remove from server when deleted from 'Deleted Items' can be checked if you want.
    • The benefit to checking this box is that if you permanently delete a message you don't want, it won't be delivered to your mobile device.
  4. Click OK to close out of the Account Properties dialog
    Click Close to close out of the Internet Accounts dialog and go back to the main screen