Outlook 2010 started receiving old emails

Our outlook started this morning downloading old 2014, 2015, 2016, etc. emails, over 3gb of data.  The account is an AOL account.  We have the same account in another computer also with outlook 2010 that is always on for the purpose of maintaining a copy of the AOL email.  The curious thing is that THAT outlook is not receiving old emails, it's working fine.  

What can be happening and how can we stop it?

Thank you.
rayluvsAsked:
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Our outlook started this morning downloading old 2014, 2015, 2016, etc. emails, over 3gb of data.

Did you only recently connect the AOL email account to this copy of Outlook?

Or setup/change the account connection type to something like IMAP?

Either of those could be a cause.

What can be happening and how can we stop it?

Tried getting in touch with AOL Support to see if they can help?  That would be my first suggestion.

Regards, Andrew
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
If this is a POP3 account (not IMAP), you shouldn't have left old emails on site (AOL). POP3 accounts are intended to work as kind of temporary buffer, keeping mails for a short time span only. POP3 allows for deleting mails which have been pulled by a mail client, and that should be used. In your case with a hold time of several days, or if you like that better, a month.

Your client keeps a record of which mails it has received by keeping unique IDs. if those IDs are changing on POP3 server for any reason, or you loose the local record, mails will get pulled again.

If you use IMAP, all emails are required to stay on the server. I don't think that is the case here. IMAP keeps the mailboxes (server and local) in sync as long as there is a connection.
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Dr. KlahnPrincipal Software EngineerCommented:
I suspect that Qlemo is on the right track, because I've seen the same thing happen with Yahoo when POP3 is used to download email.  The emails are marked read on the server and moved to the "read" box, but not deleted.  If a new email client is installed, or email is read from a new system where it hasn't been read before ... pretty much anything that would cause the email client to not know what has been previously downloaded ... then the whole history of that account comes down on the unsuspecting client.

To prevent this, log into the (AOL, Yahoo, Gmail, whatever) account using the web interface at least every six months and delete all the back mail.  Not just move it to read, or to the junk box, but actually delete it.
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
Each mail client I know of allows to set up the time span for keeping emails on the POP3 server, and using that is a much better and more convenient way to keep the mailbox in order ;-).
It doesn't harm to log in and do some cleanup every few months nevertheless - there might be junk email folders or other folders not touched by the mail client (which does not have folder access with POP3 - that is an IMAP feature).
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rayluvsAuthor Commented:
Hi, as per comments

Did you only recently connect the AOL email account to this copy of Outlook?
- no (been in used for years)

Or setup/change the account connection type to something like IMAP?
- it's been IMAP

The setup is:
aoloutlook
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rayluvsAuthor Commented:
Hi,

I follow Klajn & Qlemo on cleaning up.  Connected to AOL web and moved all emails in  inbox from 2007 and back to other folders, only left this years data.

This morning I returned to the outlook and started deleting duplicate and junk emails from Outlook and all of sudden I noticed that it started downloading the emails in AOL again.

Note, that the other computer with the same AOL account used to keep downloading, is not downloading again or duplicating.  

... so it seems that its something in this computer outlook setup.

any ideas what to check?
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rayluvsAuthor Commented:
Just checked both computers outlook setup and they are exactly the same.

Also, went to the other computer and deletes bunch of emails not needed to see if it would re-download and it din't.

Why one computer with same exact outlook apps, version, email account and email setup configuration of the other behaves different on receiving emails?

Please help.
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rayluvsAuthor Commented:
Update:

I just went over to the problem computer and deleted again all duplicate and junk emails from Outlook - up to now, haven't seen any more downloading.

What is going on?

Why downloading again and then NOT again????

Why one computer with the same exact setup as the other behaved different in receiving again duplicate email?

Strange behaviors outlook?
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
IMAP cannot have duplicates, because it is server based. On client, you see a window of what is on the server. You only have a volatile copy of messages - a cache. If you delete emails in an IMAP account, you delete them on the server too.

Only if the protocol is not working (which manifests in deletes not sent to the server, and no new email can be seen), it will not have any effect.
A message deleted on the server has to be reflected in your IMAP account in Outlook when looking into the corresponding folder at latest.
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rayluvsAuthor Commented:
On the server there is no duplicate.  The duplicate is produced when the bad outlook download "again" the emails already in outlook inbox; hence, duplicate.

Yes, If you delete emails in an IMAP account, you delete them on the server too; but that is not my case on this computer.  I deleted emails and went into AOL web-mail, and they are there.

Do know why one computer with the same exact setup as the other behaved different in receiving again email, duplicating the already existing in its outlook?
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rayluvsAuthor Commented:
Note,
It just started download all emails from AOL web again.

I connected to the computer and the Outlook is not downloading as in the bad computer.

I have tedious checked each outlook configuration, what am I missing?
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
Sorry, I've never seen that happening.
First, I would remove any subscription in the "IMAP Folder" list you get via context menu. Add only the inbox, and see if it happens again.
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rayluvsAuthor Commented:
I only have 1 email account in outlook and only one AOL email.

What do u mean by 'remove any subscription in the "IMAP Folder" list you get via context menu'?
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
If you right-click on an IMAP folder, you'll get a context menu entry called "IMAP folders". That displays which folders you are subscribed to (which get checked for content on the server). You might see more than one inbox, maybe with different names.
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rayluvsAuthor Commented:
Truly sorry guys, the email is an account POP3.  When I first sent the image, I double click on a similar email account but for iCloud (both have first part of the email the same).

pop

Will re-read your entries regarding POP3 and apply what's said.
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rayluvsAuthor Commented:
Reread all POP entries and no need to change my setup.  I can say though that since I let it download  the 600mb of emails this afternoon, it hasn't download all again.
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
My Gmail POP settings are almost identical to yours and I never had the problem you've described.

Gmail POP Settings
Although I do distinctly remember getting prompted if I wanted to download "all" mail when I set up the account on my Win10 laptop some time back - a prompt I just answered no to. I suspect that prompt may have been a result of a Gmail feature.

since I let it download the 600mb of emails this afternoon, it hasn't download all again.
That's expected behavior - but given that you have elected to leave mail on Server, I'd suggest that the next email client you setup with that account will download the entire 600mb of data all over again.

POP mail is supposed to be deleted from Server and isn't really designed to be shared amongst more than one email client. Your two clients for example, will always have different "Sent Items" folders unless you are bcc'ing yourself on every email and manually moving them into sent on the other client.

My main Email address is a POP account on my own domain and I have Outlook set to immediately delete email from the server as soon as it's successfully collected.
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rayluvsAuthor Commented:
Always had the POP configure not to delete in the server, never had this problem.

Also, I didn't get that prompt "download all", this activity just started.

'Your two clients for example, will always have different "Sent Items" folders'
- One computer only receive, no sending.  The other everyday use.

Finally, both computer have been with the same AOL account for years.  The user always had 2 computers, one he works with and other download all from server without deleting anything on it.  (note - the user doesn't delete from server because uses iPhone and iPad, all have AOL account).

The strange things is that the computer with problem has kept receiving the emails from AOL web server (and I cleaned that up with the inbox just 2018 emails - all else moved it to another folder).

At the very moment it started downloading again.

the crazy thing is that the other computer and the mobile does not download these emails they already have.

So the problem has to be is the computer, some thing is telling outlook to download the emails in the inbox of AOL web server periodically.

This is crazy.
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rayluvsAuthor Commented:
yesterday I followed Klajn & Qlemo on cleaning up, connected to AOL web and moved all emails in inbox (New wmails & Old emails) dated 2007 and back to other folders, leaving 2018 in the "inbox" of AOL web-mail.  

Since that seems to reduced the continuously downloading, I did the same for all emails in AOL New-email and  Old-email, leaving the AOL "inbox" empty.

However, this morning I noticed that by doing so, I also empty out the iPhone AOL email folder as well.

So solution is not to delete or move the emails from AOL inbox.

We are still searching for a solution.

Help please.

---- Update:
ran outlok in safe-mode ans still same problem
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rayluvsAuthor Commented:
Understood, but I have to respond, that is very thoughtful of you.  Thank you,
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rayluvsAuthor Commented:
(I am googling all possible solution... there has to be something that can solve this)
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
You're very welcome rayluvs.  I'd just like to see this resolved for you and have run out of ideas to suggest that haven't already been tried. :)
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
I don't know how good AOL's support is (I'm in Australia) but have you sent an email off to AOL support as yet? It could be something unique to their mail server and they may have a suggestion. Worth exploring all angles I think.

Regards, Andrew
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rayluvsAuthor Commented:
Yes but for some reason, slow response from AOL.

I did find possible problem, in essence, the problem seems that the outlook in this computer is downloading the same message again and again, not remembering what email has been downloaded already (I have tested this repeatedly and  it just doesn't remember).  

Outlook  should remember the emails download, and prior connecting and downloading any new email, compare its "messages ID" list with web-mail in order to NOT download already received  emails.
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Ahhh.. hang on. This could be an issue with Outlook's profile!

Have you tried creating a new Outlook Profile to see if that clears the problem? The downside to this idea is that Outlook will likely download a new copy of the entire email store in the new profile all over again.

On the other hand, if it's just "one" email that's causing the issue, perhaps deleting that one offending email from the server using webmail can provide some relief.

Just a couple of ideas for you...
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rayluvsAuthor Commented:
Yes that is what we found.  Haven't done it because there was a recommendation I am following  which is moving all web-mail inbox to a temp folder folder within the web-mail, then move back small pockets of emails  and see if the persist.

I am going to leave the re-create outlook profile for last because this user has over 20K of emails and identifying those emails to delete them will be a headache (unless you have an idea of deleting these duplicate emails).
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
There's a ton of different 3rd party solutions available to deal with duplicate items and email in Outlook, so getting rid of duplicates shouldn't be a problem. Outlook Duplicate Items Remover is one free solution - many others available as well, though not all free.

You could also try using Outlook 2016's Clean up Folder option. Click say Inbox on the left, switch to the Folder Tab tab and click on the "Clean up Folder" drop arrow to see available options.

CleanUp.png
Regards, Andrew
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rayluvsAuthor Commented:
Thanx!  But found an easier way: add the "Modified" column, sort by it and delete all download now (I just created a PST for those duplicate in case some I may not have saved already).


Update:
up to now, no duplicity or repeatably emails downloading.
(but have top wait... yesterday it started downloading after some hours)
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rayluvsAuthor Commented:
Update:
Sp far ok, no misbehaving.... will wait until tomorrow when all emails are back in AOL web-mail "InBox"
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rayluvsAuthor Commented:
Outlook started repeating downloads again... will proceed to re-create a profile.

if any ideas, greatly appreciated.

Thanx!
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
will wait until tomorrow when all emails are back in AOL web-mail "InBox"

Back from where? If you change the mailstore folders, outlook will think it's new mail. Does that other (behaving) Outlook have an identical connection to the AOL account?
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rayluvsAuthor Commented:
I was transferring back to AIL mail "InBox" the emails moved to another folder; that was done yesturady afternoon.  All seems ok until this morning it started again..
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rayluvsAuthor Commented:
Update:
Just finish deleting the email account and re-creating it.

Will wait until tomorrow to close the question.
(hope it was the email account)
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Please do report back. Very curious about this one! :)
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rayluvsAuthor Commented:
sure! all seems ok 'til now...
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rayluvsAuthor Commented:
Question, I deleted the AOL email account and recreated it; I found a "profile" in Mail, should I do something there to?
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Question, I deleted the AOL email account and recreated it; I found a "profile" in Mail, should I do something there to?
Not unless it's a second profile that you didn't expect to be there. Outlook won't work without a "Profile" :)
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rayluvsAuthor Commented:
Just started downloading all 600+ emails again.

Should I delete the profile and re-created also? Would that make any difference or help?
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
This has certainly proven to be a bizarre problem you've struck. I'd suggest also looking at the state of Windows health on the machine exhibiting the problem.

Run a "chkdsk" from an elevated command prompt. If it reports any errors, run it with the /f switch to make repairs. Ie. chkdsk /f

Should I delete the profile and re-created also? Would that make any difference or help?
Given everything else already tried, I'd certainly be doing that. I've written an article about creating temporary profiles for testing purposes here. Also one for Microsoft connected profiles as well.

As a last-ditch effort, if a new profile doesn't alleviate the problem, I'd also be uninstalling Microsoft Office completely and doing a fresh install. I'd suggest using a Microsoft removal tool such as can be found here (or follow the manual steps on the same page) rather than just an uninstall from Control panel.

If none of the above helps, I can't think of what else I could suggest trying at this point.
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
Not an uncommon issue with Microsoft Outlook certainly with versions 2007, 2010, 2013 and 2016.

I've had this issue on occasions with using POP/IMAP when not deleting the contents of your Mailbox with Outlook, sometimes the pointer gets corrupted, and you end up downloading all the messages again, (and seems to get worse when keeping mails on the server longer, e.g. more emails forgets the pointer quicker)  until the pointer is reset, and the only way to reset the pointer, is to let it finish! As all the new messages will have the same download date, when they were downloaded, it's easy to select all and delete them.

(e.g. Leaving Mail on the Server..... not deleting after retrieval)

The easiest resolution is to DELETE ALL the Messages in your Inbox you are fetching POP/IMAP from! or wait for it to finish! (downloading all your emails again!)
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
rayluvs,

Can you confirm you deleted and recreated Outlooks profile as per the suggestion I made at ID: 42482572? You stated you were going to wait for doing that while you followed other processes. Did you remember to do it?
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rayluvsAuthor Commented:
Leniart, will proceed in deleting & recreating Outlook profile as per you link.

Hancock, that is what we have been doing, letting them download (so far it has been like 5 repeated times).  We thought that by letting them download the first time, AOL server and/or Outlook would have sync as to what has been received and not, thus, not re-download - so those steps has been done with no success.
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
If Outlook cannot handle the download and deleting of the Inbox via POP3, then use a Third Party Utility to delete the contents via POP3.

or if you have the ability to logon via Web Mail, delete the contents of the mailbox that way.

That's what we do.

So flush out your remote Inbox.

Just out of curiosity Is there a reason why you are keeping emails from 2014, 2015, 2016 over 3GB on an AOL server ?

We have a pop3 server, which builds up with approx 3000-4000 emails over a period of 3-4 weeks, and if not cleared /flushed and deleted, Outlook clients, repeat fetching them all again...

 don't think POP3 servers are really designed as archives!
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rayluvsAuthor Commented:
We did that some time back (I think was one of the recommendations); we went AOL webmail and deleted everything.  Yet when new email came in, they were repeated downloaded again (not quickly, but 1 or 2 days repeated the download)  - so that was not the solution for us.

The other reason deleting from webmail is not for us, is that if we delete emails from AOL webmail, it's also deleted from iPhone/iPad inbox.  We can't do that, we need those email on the mobiles - unless you now a way to have the iPhone/iPad retain emails even if delete from AOL webmal.
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
Again: If you are in need to keep copies of current email on the server for more than a few weeks, use IMAP.
Yes, that will not allow to keep a backup, unless you use non-deleting POP3 for that purpose on one machine, as you do now (risking the duplicate issue again).

Using IMAP will also allow to move all mails into a different folder on the server, e.g. for organizing them better, or to keep the less recent ones away from the inbox after one or two days. IMAP will not produce duplicates.

The truth is we cannot tell why duplicating POP3 mails happens, only that it is known to happen. Using a new profile as suggested by A.L. might help.
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
POP3 just does not work well if you leave mail on a server to build up.

and this is why we stopped using it, and moved and forward ALL mail to GMAIL, so it can be retrieved and searched using an iPhone/iPad!

so we could stop using pop3.

We sort of have a similar requirement to access a shared mailbox via iPhone/iPad/Droid
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
I have a few thousand email messages on Gmail that I access with POP and also leave mail on the server but I've never struck this issue, so I know it's possible to use POP3 in that way. I also access the Gmail account via my iPhone.

I suspect there is a corruption of some description, but nailing down exactly where is the mystery. It's either the Outlook profile, Windows Profile, or something is screwed up on the AOL server is my best guess. It has to be possible to solve this without removing all mail from the AOL server - while that would solve it, doing so defeats the entire purpose of POP collection and leaving mail on the server as a backup.

OP - You have run the chkdsk step I described earlier yes? Any issues reported by it?
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
large number of messages, using POP3 client will always glitch, and lose its place = pointer, and trigger a re-download again

don't use pop3
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rayluvsAuthor Commented:
Hi,

Update, since last full-download, I didn't proceed to change profiles, rather just wait until all is download (leaving the computer on for full 24 hours just in case).  Up to now, all is ok (maybe this pointers finally updated).

That said, I will close and award the question as to not keep this open.  If problem persist I will do the profile and the rest of recommendations here.

Again Thanx all!
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Thanks rayluvs. Please do update this thread in the future though. Am very curious to see if it stays resolved.
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rayluvsAuthor Commented:
Ok.
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
large number of messages, using POP3 client will always glitch, and lose its place = pointer, and trigger a re-download again
I've been extraordinarily lucky then. Been using POP3 to download all my Gmail email and save to a local PST for 3 or 4 years now, have left all (thousands) messages on the Gmail server as I hardly ever use the Web interface so don't bother keeping the server end free of junk, yet not once have I struck this issue.

Perhaps I need to knock on wood or buy a lottery ticket :)
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rayluvsAuthor Commented:
Wow! you are lucky!  But then again, something the user must have trigger here or changed without our knowledge.  FYI, in the web mail  there is a bit over 11K emails and never had that problem.
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
I've never attempted to download mails from GMail via POP3 it would certainly fail!

My GMail Inbox, since inception....

Unread....

2018-03-07-18_38_00-Inbox--25-025---.png
2018-03-07-18_37_42-Inbox--25-025---.png
if someone can tell me how to count the emails, in 91GB out of 100GB!
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
if someone can tell me how to count the emails, in 91GB out of 100GB!

Cripes and I thought I was slack for not keeping my Gmail clean! lol... No idea about an easy way to count the emails Andy, and I must admit, I've never tried to keep *that much* email content when downloading with POP and leaving on server! :)
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Joe PetreeCommented:
Hi guys,

new here.  I use Verizon.  They handed off their email to AOL.  Ever since then, email problems have persisted.  Don't bother calling them. They had me sign up for support for $14.95 a month (but first month is free).  

My problem:  same as here.  Every once in a while, all my emails on the AOL server are again downloaded by Outlook 2003.  Yes, 2003, but if it aini't broke don't fix it.  My conversation to AOL PAID SUPPORT was absurd.  The girl knew nothing about Outlook.  A complete waste of my time.  She wanted me to upgrade to 2007.  I've been on 2003 for 10 years with no problems before AOL.  

To help this is what I did.

1.    Every once in a while, log onto AOL and move all INBOX to another folder, like INBOX_SAVED.  
2.   Deleted and readded my account in Outlook.  (as per AOL advice).  Doubt that did anything.
3.   Ran SCANPST.EXE.   That found errors in my PST and hopefully the repair fixed them.   Maybe this was my problem.  I figure it has to be the PST file or AOL.  But, other AOL friends have not hd this problem, so I think it's my PST.

Very aggravating.  

Don't call AOL unless your retired like me and enjoy wasting time (unlike me).

Joe P
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rayluvsAuthor Commented:
Thanx.

FYI,
I  let all emails download and the past 2 days, no problem.  Seems the EE's were right, it was the pointers.

Thanx for the info.

Unfortunately, I can't move the emails to another folder since the iPhone is sync to the account and that would mean the iPhone would not have those moved emails.  Planning to change to imap as Qlemo suggested.
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
@Joe Petree

Thanks for sharing your experiences Joe. Given I've never struck this problem myself with Gmail's servers, that seems to indicate to me that it's also something to do with AOL servers.
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
Any POP3 server! does not have to be AOL, GMAIL, EXCHANGE .. you can actually simulate the issue, if you really wanted to....

POP3 is just not designed for large emails, payloads, email counts today...

Come on the original RFC was published in 1988, when we had dial-up modems...

I think maybe time to upgrade to something more 21st Century...
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
POP3 is just not designed for large emails, payloads, email counts today...

But but but... :)

I don't necessarily disagree with you, but why doesn't it, and hasn't it happened, to me after years of using POP to download from Gmail and leaving everything on Gmails servers? If it was that unreliable, surely I should have struck the problem by now?
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Andrew Hancock (VMware vExpert / EE MVE^2)VMware and Virtualization ConsultantCommented:
no idea, but that's IT!

Randomization, and Chaos!
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