Gmail recent mode (POP3) auto delete feature are not working via Outlook.

情報システム 0

Hello,

I am looking for information about this topic in order to solve it.

Here's settings:

①Main account on Gmail server.

②Viewing Gmail mails using "IMAP" in Outlook.

③Backup Gmail mails using additional "POP3 recent mode" in Outlook + auto delete after 29 days from server feature.

※It successfully auto deleted mails from IMAP account for first 3 days, and stopped.

※It would be really helpful to know how this feature is working from start to the end.

So, we had a support from Google Workspace, here is their answer:

「

"Thank you for contacting Google workspace. I hope you are doing well. As we discussed over the call and I can confirm that Google is not providing you any service to auto delete the email from the POP server, POP server is downloading the emails from the servers. And only outlook is providing you the feature of auto deletion from their settings.

And two resolve your concern you can follow these:

You can check with your outlook client and inform them that the feature is not working. here i am sharing the support help of outlook as well for checking more info about the same

Microsoft support:- https://support.microsoft.com/en-us

Or you can buy a Google vault license to delete the emails from Gmail sever not from POP.Follow the help center article for more info to buy Google vault as well:

」

Here the question thread/link below:

https://answers.microsoft.com/en-us/outlook_com/forum/all/gmail-recent-mode-pop3-auto-delete-feature-are-not/f07b6ff2-418d-433b-9883-b2aaf58b33fb

Best regards,

情報システム

Emily Hua-MSFT 27,526 Reputation points

2023-05-23T08:08:00.1+00:00

Hi,

As your issue is related to Outlook, I have modified the tag.

Thanks for your understanding.

1 answer

ChristyZhang-MSFT 20,706 Reputation points Microsoft Vendor

2023-05-24T02:42:55.7333333+00:00

Hi @情報システム ,

Welcome to our forum!

③Backup Gmail mails using additional "POP3 recent mode" in Outlook + auto delete after 29 days from server feature. ※It successfully auto deleted mails from IMAP account for first 3 days, and stopped.

Do you mean that after three days, the messages were not deleted from the server, right?

If so, as i know, when you enable "Leave a copy of the message on the server" and set "auto delete after 29 days from server", emails received in your current Outlook client will be deleted after 29 days. I'm afraid that you didn't see that the emails have not been deleted from the server because they are not yet 29 days. It is recommended that you wait 29 days to check that everything is in order.

If you thing that it takes too long, you can also try to change the time kept on the server for a shorter time, and test on your Outlook to check if the messages will be deleted on the server on time.

Hope to help you!

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情報システム 0 Reputation points

2023-05-24T05:13:51.7433333+00:00

Dear Christy,

Thank you for supporting this case!

Do you mean that after three days, the messages were not deleted from the server, right?

➡Let me clarify 1 detail.

I checked results after 29 days and waited additional 7 days to wait for auto deletion, and it didn't work as planned.

"Checked email after 29 days and "It successfully auto deleted mails from IMAP account for first 3 days and stopped."" (first 3 days of downloaded to POP mails).

For example: I should already delete data of not only 3 days, but also days after that.

Here's what I did:

Set POP3 recent mode account + delete messages from server after 29 days feature → Waited 29 days and checked the status every day until now → As result only part (80/1000) of downloaded mails was auto deleted from Gmail server → Asked Google Workspace for support and the answer is Gmail is not providing auto deletion server and "You can check with your outlook client and inform them that the feature is not working".

I hope it'll help to clarify the situation.

If you need more details, please, let me know!

Best regards,

情報システム

情報システム 0 Reputation points

2023-05-24T05:15:33.2466667+00:00

1111111

情報システム 0 Reputation points

2023-05-29T01:55:22.1566667+00:00

Dear Christy,

Thank you for supporting this case!

Do you mean that after three days, the messages were not deleted from the server, right?

➡Let me clarify 1 detail.

I checked results after 29 days and waited additional 7 days to wait for auto deletion, and it didn't work as planned.

"Checked email after 29 days and "It successfully auto deleted mails from IMAP account for first 3 days and stopped."" (first 3 days of downloaded to POP mails).

For example: I should already delete data of not only 3 days, but also days after that.

Here's what I did:

Set POP3 recent mode account + delete messages from server after 29 days feature → Waited 29 days and checked the status every day until now → As result only part (80/1000) of downloaded mails was auto deleted from Gmail server → Asked Google Workspace for support and the answer is Gmail is not providing auto deletion server and "You can check with your outlook client and inform them that the feature is not working".

I hope it'll help to clarify the situation.

If you need more details, please, let me know!

Best regards,

情報システム

ChristyZhang-MSFT 20,706 Reputation points Microsoft Vendor

2023-05-29T08:45:20.1066667+00:00

Hi @情報システム ,

Thanks for your reply!

In order to further confirm if the issue is related to your current Outlook desktop client, it's suggested that you could add another account and do the same test to check if the issue still exists.

情報システム 0 Reputation points

2023-05-30T02:47:14.42+00:00

Dear Christy,

Thank you for your reply.

The issue is not about account adding.

You read details about the problem, didn't you?

I'm requesting a specific explanation (in details), please!

For example: how does auto-deletion feature work (from start to end point, settings, required Outlook version etc.) or why it doesn't work in this case.

Looking forwards for your answer in details,

情報システム

ChristyZhang-MSFT 20,706 Reputation points Microsoft Vendor

2023-06-02T08:20:30.3433333+00:00

Hi @情報システム ,

Thanks for your reply!

Yes i have fully understood your issue, as i mentioned above, to add another account as POP in your Outlook, is used to confirm whether the issue is related to current Outlook desktop client. If the POP autodelete feature works with other account, the issue may be related to your Gmail account itself.

情報システム 0 Reputation points

2023-06-02T08:33:34.2766667+00:00

Dear Christy,

Thank you for your reply.

If the POP autodelete feature works with other account, the issue may be related to your Gmail account itself.

➡The auto delete feature is working for every account that we tried for a test. The issue is that it only deleted part of it and stopped (mentioned it from the start). Gmail settings are perfectly fine.

ChristyZhang-MSFT 20,706 Reputation points Microsoft Vendor

2023-06-02T09:04:50.31+00:00

Hi @情報システム ,

Thanks for your reply!

②Viewing Gmail mails using "IMAP" in Outlook. ③Backup Gmail mails using additional "POP3 recent mode" in Outlook + auto delete after 29 days from server feature.

I have reviewed your issue and notice that you configure your Gmail as IMAP and enable "POP3 recent mode" in Outlook, right? If so, what do you mean about "POP3 recent mode"?

Generally, we always configure account as POP directly in Outlook desktop client. More information:
Change or update email account settings in Outlook for Windows

Read Gmail messages on other email clients using POP
(Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

Based on the above, if POP feature doesn't work, based on my research, i found that if it’s been a long time since you set up Gmail with Outlook using POP, you may need to authorize it again. It's suggested that you could check this Google official document: POP suddenly stopped working on Outlook

(Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

情報システム 0 Reputation points

2023-06-04T23:45:29.6733333+00:00

Dear Christy,

Thank you for your reply.

Sharing with you the actual settings screenshot.

POP basic settings (download to Inbox etc.) are working properly the issue is "autodelete" feature.

Maybe the problem is differences between POP and IMAP, or something related to that.

Sharing actual settings screenshot, maybe it's going to help.

Please, tell me if you need more information.

Sincerely,

情報システム

情報システム 0 Reputation points

2023-06-05T00:01:10.58+00:00

ChristyZhang-MSFT 20,706 Reputation points Microsoft Vendor

2023-06-08T08:09:20.7233333+00:00

Hi @情報システム ,

Thanks for your reply!

For the 29days, do you mean the sent/received time of the emails? If so, when you move the emails to other folders, the retention time will start from the time you move to the new folder.

情報システム 0 Reputation points

2023-06-15T01:20:30.6066667+00:00

Dear Christy,

That's all for this thread. Thank you for your time.

Sincerely,

情報システム
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