Why can POP3 delete your emails from the server?
Many clients write to us worried because their emails disappear from the server without them deleting them. If you're using POP3 to check your email, this may be the cause.
Below I explain, step by step and without technical jargon, why this happens and how you can prevent it.
What is POP3 and how does it work?
POP3 (Post Office Protocol version 3) is one of the oldest methods for checking email. How it works is simple:
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It downloads emails from the server to your device (PC, phone, etc.)
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And then, by default, it deletes them from the server
This means that if you use POP3, the emails you've already seen on one device may no longer be available in webmail or on other devices.
Real-life example of lost emails
A client configures their email in Outlook on their computer using POP3.
Outlook downloads the messages and deletes them from the server.
When the client opens their email from their phone or webmail... the emails are gone!
And if the computer fails, they may lose them forever if they didn't make a backup.
How to prevent POP3 from deleting emails from the server?
If you decide to keep using POP3, you can change a setting to keep a copy on the server. Here's how:
In Outlook:
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Go to File > Account Settings > Account Settings
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Select your account and click Change
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Click More Settings
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Go to the Advanced tab
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Check "Leave a copy of messages on the server"
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Optional: enable "Delete from server after X days"
In Thunderbird:
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Go to Tools > Account Settings
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Select your account and click Server Settings
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Check "Leave messages on server"
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You can choose whether they are deleted after a certain time
Recommendation: Use IMAP if you can
If you check your email from multiple devices (phone, tablet, webmail...), the best option is to use IMAP.
With IMAP:
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Messages stay on the server
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Everything syncs between your devices
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No need to worry about local copies or accidental deletions
Practical tips
Check how your account is configured on all your devices.
Make frequent backups if you use POP3.
Use webmail to confirm whether messages are still on the server.
If you share the email with other people, make sure everyone has it correctly configured.
Need help?
Our support team is ready to help you step by step. Write to us from your client area or through our usual channels.