Outlook 2021 Exchange currently cannot automatically delete copies of retained emails on the server.

Will Young 0 Reputation points
2024-04-19T01:34:28.4233333+00:00

I previously used Outlook 2010 with an Exchange mailbox, where copies of received emails on the server would be automatically deleted after being downloaded by the client. However, after upgrading to Outlook 2021 (32-bit) while still using Exchange, the copies of emails on the server are not automatically deleted anymore. This has led to frequent server space shortages, preventing the reception of new emails.

Upon attempting to change email settings, I discovered that the option to "Keep copies of messages on the server" could not be found. Only "Exchange account settings" were available, as shown in the specific settings screenshot below. Please assist in resolving this issue.

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Exchange Server Management
Exchange Server Management
Exchange Server: A family of Microsoft client/server messaging and collaboration software.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Jake Zhang-MSFT 1,235 Reputation points Microsoft Vendor
    2024-04-19T09:45:05.9266667+00:00

    Hi Will Young,

    I would like to confirm with you whether you have used POP3 to configure the automatic deletion of email copies. According to your screenshot, I suspect that after you upgraded to the Outlook 2021 version, it automatically defaulted to the Exchange account settings. What you said is "Keep copies of messages on the server" does not exist in Exchange-related configurations. It is recommended that you modify the configuration to POP3 in Outlook 2021 to solve this problem. For specific operations, please refer to the following link: How to set up POP3 in Outlook

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  2. Will Young 0 Reputation points
    2024-04-20T01:42:59.3833333+00:00

    The method you provided is to create a new account. However, I already have an account. I can't find the interface to set up this email account. When I enter the email change interface, I can only see Exchange email settings. I attempted to find the settings interface for the email type, but both POP3 and IMAP are shown as unavailable for configuration.