Checking Emails From More Than One Device

My lifestyle has recently changed from an office to a Mobile one. Now, I might only have my smartphone with me at times, while at other times a tablet or even my laptop. I need to be able to manage my emails from any device and keep them all insync. I have to have spam filters as well as custom filters. About half my emails are ones that can be handled by custom rules. How can I efficiently and affordably keep up with all my emails?

Currently, I use Outlook install locally on my office computer.

Thanks for your time!
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FgriffinAsked:
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Frosty555Commented:
I'm assuming you currently have Outlook and you use POP3 for your email.

This will require that you to make a major shift in how you think about your email.

When you want email access on multiple devices, the correct way to do it is that the authoritative copy of your email, calendars, contacts, etc. is NOT stored on any individual device like your laptop. Instead, it is stored on a central server out on the Internet (e.g. in "the cloud"). All of your client devices access the contents of that "mailserver" and present it to you.

Your devices are Microsoft Outlook on your laptop, or the built-in Mail Apps on your smartphone, tablet, etc.

This way nothing needs to stay in sync - everything is on the centrally accessible mailserver, and your devices merely show you what's in there.

This is fundamentally different from how POP3 email works. In a POP3 environment, a SINGLE client (e.g. your laptop) "fetches" a single copy of incoming mail and authoritatively stores it on that one device. The mailserver is NOT used to store all of your email, only to fetch and download new messages as they arrive. This means there is no effective way for other devices (like tablets, smartphones etc.) to get a hold of that data because the only place it exists is on the laptop. This means POP3 will not work for your purposes, period. There are a few kludges out there that make it "sort of" work. You should avoid them.

Some people run their own mailserver - you shouldn't do this. You should use (and pay for) a hosted service to handle the server side of your email for you.

There are a handful of technologies out there that do this and work well. Each technology is designed to work with a certain set of devices and software. Which one you choose depends on the features you need and the types of devices you use.

Your biggest options are:

1) Office 365 for Business
2) Google Apps for Business
3) Various free webmail-based email providers (e.g. Yahoo, AOL, Gmail, Hotmail, iCloud). They do not allow you to use your own domain name.

Out of the various options out there, the ONLY one that properly supports Microsoft Outlook as a client is Office 365.

All of the other ones only partially support Outlook by using third party proprietary software that is flaky and doesn't scale well. The other services expect you to use a web interface in your browser to access your email (e.g. Google works best when you go to www.gmail.com). Accessing your email in a web browser is slick and works well, but probably isn't what you're used to since you are already familiar with MS Outlook.

So... assuming you want to keep using MS Outlook, the best options for you is to switch to using Office 365 for Business for your email.

The company that hosts your website/domain may resell Office 365 and offer it as a service that they bill as part of your web hosting. That's the easiest way to start using it.

You can sign up for Office 365 separately from your web hosting provider here: https://products.office.com/en-us/business/office-365-business and set it up yourself.

Setting it up is not trivial, you may require some IT consulting help from a third party to get it properly set up and to migrate your old emails. Or you might need to ask more questions here on EE.
Mal OsborneAlpha GeekCommented:
It is possible to receive POP3 email on multiple devices.

By default, Outlook and other POP3 clients delete email right after a batch has been successfully downloaded. On Outlook, and nearly all POP3 clients, this can be changed, so that emails are left on the server for a while. If you set all POP3 clients to leave email on the server for 14 days, then make sure every device syncs within that time, you will get a copy on each device.

You still won't get other stuff like your sent items synced, but each device will get a copy of every email.

I have clients that manage to work this way, but it is not as good as a proper, centralised mailbox solution.

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nobusCommented:
is changing your account to imap an option ?
that would solve it

here a table for all softwares  how to change it :  http://www.pop2imap.com/how.php
FgriffinAuthor Commented:
Sorry it took me so long, but I was doing further research. In my final solution, I used a centralized email service (Rackspace Exchange Hosting) for my main business email address and Google Mail for everything else. it looks like the solution will work well. I am able to manage my main business emails on either of my three devices.

Thank you for your time.

Frank
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