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  • How Ms Outlook Works

    Hi,
    We are facing some issue in Outlook 2010 is receiving Duplicate mails !

    The more I am Interested to know How the MS Outlook Identify the mails are received and no need to download again; automatically how it downloads the new mail from Web-server??
    ,is there any Time Stamp or log are there

  • #2
    Is this from Microsoft Exchange or some other server?
    If another server, is it POP3, IMAP or some other protocol?
    Tom Jones
    MCT, MCSE (2000:Security & 2003), MCSA:Security & Messaging, MCDBA, MCDST, MCITP(EA, EMA, SA, EDA, ES, CS), MCTS, MCP, Sec+
    PhD, MSc, FIAP, MIITT
    IT Trainer / Consultant
    Ossian Ltd
    Scotland

    ** Remember to give credit where credit is due and leave reputation points where appropriate **

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    • #3
      This Not an Exchange Server !
      I have query for POP Account.

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      • #4
        IIRC POP3 will, by default, delete the emails on the server as they are downloaded - there is an option not to do so if you have multiple clients.
        You could look at this link to see if it helps: http://www.slipstick.com/general/out...-pop3-account/
        Also, unless you need to keep emails on the server, set outlook to delete when downloaded
        Tom Jones
        MCT, MCSE (2000:Security & 2003), MCSA:Security & Messaging, MCDBA, MCDST, MCITP(EA, EMA, SA, EDA, ES, CS), MCTS, MCP, Sec+
        PhD, MSc, FIAP, MIITT
        IT Trainer / Consultant
        Ossian Ltd
        Scotland

        ** Remember to give credit where credit is due and leave reputation points where appropriate **

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        • #5
          Thanks !
          I can Delete the mails from Webserver so mail will not get download.

          Can you Please Explain; how Outlook knows that last mail is received and how it knows the new mail is at Server and it download that mail only ?? what kind of Trigger or any last received record is maintained by outlook ?I want to know for my knowledge how it works...

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          • #6
            The link I posted above seems to cover it - there is a file in outlook with a log of what has been downloaded.

            Note POP3 is really designed to delete mail once downloaded - if that is not set, you are very likely to see problems
            Tom Jones
            MCT, MCSE (2000:Security & 2003), MCSA:Security & Messaging, MCDBA, MCDST, MCITP(EA, EMA, SA, EDA, ES, CS), MCTS, MCP, Sec+
            PhD, MSc, FIAP, MIITT
            IT Trainer / Consultant
            Ossian Ltd
            Scotland

            ** Remember to give credit where credit is due and leave reputation points where appropriate **

            Comment


            • #7
              If Outlook is receiving duplicate emails then it's probably an issue with how the server is handling the protocol.

              As for how it works, you can read this RFC:
              http://tools.ietf.org/html/rfc1939
              Regards,
              Jeremy

              Network Consultant/Engineer
              Baltimore - Washington area and beyond
              www.gma-cpa.com

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              • #8
                When starting with a new mail profile (which gets created when you configure your new computer), Outlook is unaware of what has been downloaded already by another mail profile. That is why Outlook starts to download all the messages again.
                Update: Outlook 2010 stores the download history in the pst-file itself and should not re-download the mails when you configured Outlook to download your mails to your existing pst-file instead of a new one.
                Set download date for POP3 via web mail

                Some mail servers allow you to set a date from which emails are being offered to a POP3 client or allow you to set the option to download from the current day onwards.
                For instance, Gmail can do this in the following way;
                1. Logon to the web based version of Gmail here.
                2. Click the Gear icon in the top right corner and choose Mail settings.
                3. Select the “Forwarding and POP/IMAP” tab.
                4. Set the option: Enable POP for mail that arrives from now on.
                5. Press: Save Changes
                Note: Since there are so many different web based mail clients and even more different options been made available, you should contact your ISP or mail administrator and ask about the options available to you when in doubt.
                Move to a different folder on the mail server

                If your web based mail account doesn’t provide such an option, and you still want to leave the messages on the server, then you can move all the emails that you do not want to download again to a different folder on the server.
                As POP3 only offers messages from the main Inbox, Outlook can’t see the other messages so it won’t download them again either.
                Some web based mail accounts also offer an Archiving option which makes moving your items to another folder on the server much easier.

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