webmail server -Outlook Issue

Non-Profit Client uses web email service that provides unlimited email storage for its 30 users. Client would like to have all emails remain on the server, but when one of those users utilizes an email client like MS Outlook, it appears that once an email is opened in Outlook, the email is no longer available on the web based server. How do I change the settings in MS Outlook, Outlook Express and other similar widely used email clients (Thunderbird) so that only a copy is opened locally and not the original email?

 

The only simple answer to this is to advise users NOT to use an email client, though that may not be acceptable to them. If not then there are two other options, both requiring more than a basic knowledge of using a computer -

- Use IMAP rather than POP. POP downloads messages and by default removes them from the server. IMAP simply keeps the account in the email client in sync with the server so as long as no one deletes a message all users can view it in a client or in a browser. The account in the client needs to be configured as IMAP but this is not something the average user is likely to know how to do and, of course, the procedure is different for each email client.

- Find and activate the 'Leave a copy on the server' option in the POP email account settings. Again the process differs for each client and in Outlook 2007 for example it's in Tools > Options > Mail Setup tab > Email Accounts > click on the account and then the Change button > More Settings > Advanced tab, bottom item. This isn't something most non-tech users are going to be comfortable with.

Sorry I can't offer you any simple solution. Let's hope someone else can.

 

Many thanks Earthling. Your response solves almost all my email related issues with this non-profit client. I can change the server settings in Outlook for the two paid staff computers that are using Outlook to use IMAP instead of POP. I did not know that feature was one of differences between the two settings. For the many volunteers who log in from personal or public computers, I can modify the set-up procedure I developed for them to address the issue in an appendix or such. I do not expect it be a major issue since the volunteers only use their position based email account for 1 year before rotation in/out, therefore I don't think many of them would bother to, or are technically astute enough to set up their personal email account client to use multiple email addresses. Again many thanks.

 

Again Thanks Earthling. Your answer will enable me to completely solve the problem I posted about.

 

Thanks for feedback - hope your optimism is borne out in practice, though as you are reliant on 30 ppl doing exactly what you have asked of them I wouldn't put too much money on it