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Two Inboxes in Outlook 2010

Posted on 2014-03-30
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Last Modified: 2014-03-30
OutlookEmail Accounts in Outlook
Hi,
  I exported outlook 2003 connected to Exch 2003data into PST file and imported into Outlook 2010 which is connected to Exch 2010.
  First I created Exchange Mailbox first (actually Outlook 2010 detected the exchange account and automatically created an account which is normal). At this point, Outlook or Mailbox was empty. Next I imported .PST into Outlook successfully.
 Now I added POP3 account (because they use POP3 email service from local ISP. BTW let's not get into "why don't you use Exch 2010 as mail server) so that Outlook can receive incoming emails. That worked fine, but now there are two email accounts in Outlook 2010 (one from exchange and another one from POP3).
  The new incoming emails went to POP3 account INBOX.

 Usually I set up MAPI LAB POP3 Connector for SBS2011 installations. But this time I did not (but I may have to because of this problem).
 In my SBS2003/Outlook 2003 installations, I did the same thing (Exchange + pop3), but there was only one account in Outlook.

 I understand that Outlook 2010 has two accounts (Exch & POP3), but why Outlook 2010 shows two inboxes whereas Outlook 2003 only show one inbox with the same setup?

 How can I combine this into one so that all goes in and out of INBOX of Exchange?
 POP3 account is there only to retrieve new emails (every minute) from POP server on local ISP mail server?

 I can't use built-in POP3 connector in SBS2011 because I need to retrieve emails every minute.

Thanks.
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Question by:sglee
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John Hurst earned 500 total points
ID: 39964877
Outlook 2003 uses one inbox for all accounts (not thinking of Exchange here). Outlook 2010 (and Outlook 2013) sets up a new PST file for each email account by default.

If you want to point a new account to the main inbox, you cannot use the setup wizard - you need to do a manual setup.

Look in Documents, Outlook and you should see the multiple email PST files. I think that is what might have happened.

You can point an account to your main account (you may need to remake the account manually). When you have everything pointed to one mail file (PST file) you can import the other PST files to combine everything.
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by:sglee
ID: 39964936
I moved new emails from Inbox of POP3 account into Inbox of Exchange Account and removed POP3 account from Accounts and Settings. Closed Outlook and Re-opened the Outlook. But pop3 account inbox ... the rest is still there.
C:\Users\%username%\Documents\Outlook Files still has username@domain.pst with 4,233KB of data. Why is the account still showing up in Outlook 2010 after I removed the account?
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by:sglee
ID: 39964938
In Outlook 2010, I selected POP3 Account and right click and clicked "Close" and it disappeared. Is that what I needed to do? Should I remove PST file from C:\Users\%username%\Documents\Outlook Files folder?
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by:John Hurst
ID: 39965030
Make a good and certain backup of ALL your PST files in a non-Outlook location. Make a record of your accounts.  Close Outlook.

Go to Control Panel, Mail and remove all Outlook Profiles (remember to back things up).

Now restart the computer and make a new Outlook Profile. Make sure to use the manual method to make accounts. Make sure all accounts (except for Exchange) points to the single PST file.

Set it up and import your email.  That should work. I have done this many times.
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by:sglee
ID: 39965042
Wow, that will take another day to export PST out of Outlook 2010 and import them back into Outlook 2010. PST size ranges from 3GB to 10GB.
I just purchased MAPI Lab POP3 Connector, installed it on SBS2011. So  MAPI will be accessing POP accounts on local ISP mail server to retrieve new emails and dropping them to each user mailbox.
Now that I have removed POP3 account from OUTLOOK Account Settings, I don't have to worry about it, right?
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by:John Hurst
ID: 39965052
If you have removed POP accounts, then things should work properly. I have not used MAPI Lab Pop3 connector however.

With no POP accounts, making a new Exchange profile in Outlook is painless, so I would do that.
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by:sglee
ID: 39965069
"making a new Exchange profile in Outlook is painless" ---> That is exactly what I was thinking. Since all the emails are stored in each user's mailbox in Exchange, simply create a new profile and you are done.
I would imagine I don't have to re-import NK2 information because I have imported it into Outlook 2010 already and NK2 is now embedded into Exch mailbox account as I understand it?
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by:John Hurst
ID: 39965107
You can import NK2 into Outlook 2010 but it does not use NK2. The concept is gone, and replaced by Stream Autocomplete and the .DAT files that go with it.  If you have already imported, you should not have to do it again.
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by:sglee
ID: 39965262
Thank you John.
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by:John Hurst
ID: 39965270
sglee - Thank you and I was happy to help
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