Outlook Configuration

Rajat Sehgal
Rajat Sehgal used Ask the Experts™
on
Hi Experts,

I need to manage my single outlook 2013 account from 3 - 4 devices (office Desktop/ Home Desktop/
laptop and mobile).

What settings could i configure for following process:-

once any mail comes to me it should be received to all 3-4 devices outlook 2013 inbox

if i send mail from any device it will show to all 3 - 4 devices sentitems.
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Jackson FavreTechnical Consultant

Commented:
Ideally you would want a mailbox which is located on a mail server supporting Activesync, such as Exchange, whether that be on-premise or Exchange Online.

This would achieve your requirements.
David FavorFractional CTO
Distinguished Expert 2018

Commented:
To expand on Jackson's suggestion.

To do this your mail must live on an IMAP4 server, so messages live on a common server, which can be accessed by any number of clients.

I've been running Dovecot servers, since the Dovecot beta days. Dovecot is highly robust (auto fixes corruptions that occur during normal operations, like when connections break during some operation) + it's free + fairly easy to setup.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
You can use IMAP or you can use POP 3 and set to Leave Mail on Server and Delete after 14 days.
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Jackson FavreTechnical Consultant

Commented:
Fair point with IMAP, particularly the IMAP4 distinction.

John, my understanding is with POP3, even "Leave Mail on Server" wouldn't satisfy the requirement to sync Sent Items across all clients?
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
POP 3 does not (cannot) sync Sent emails. Very true. It can do everything else and I just keep sent mails on my main computer
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
Rajat,
I see that you have gmail as one of the topics on this.  If you are using your gmail with an outlook client and/or on your mobile devices you want to go with imap settings.  

Make sure the imap settings for gmail are turned on via the web, then configure all your email clients.
ref link:  https://support.google.com/mail/answer/7126229?hl=en
Distinguished Expert 2018

Commented:
I need to manage my single outlook 2013 account from 3 - 4 devices (office Desktop/ Home Desktop/
laptop and mobile).

You didn't mentioned who your email service provider (ESP) is for the email account since it comes down to what protocol's the ESP supports.

To summarize your options and info provided by others

If it's a hosted Exchange or Outlook.com - just need to configure the account on each device by simply entering your email address/paassword. All item types will be sync'd across all devices

If the account is configured as an IMAP account - all email folders will be sync'd across all devices, everything  else will not (i.e. contact/calendar etc)

If the account is configured as a POP3 account, only email items from the <Inbox> folder will be "downloaded" once. This is not a "sync" process. As has been mentioned, if the option is for "Leave Messages on server" is NOT checked, only the first device accessing the account will get the <Inbox> email items

Difference between "Download" (POP3) and "sync" (Imap/Exchange)

Sync: items deleted on the server will be removed from each device the next time it connects to the server. Similarly, anything applicable deleted from the device will in turn be delete from the server the next time it connects which in turn means it will also be removed from other connected accounts

Download: means just that. It's a one way download from server to device. Anything deleted from a device does not get removed from the server. Unless the "Leave Messages on server" does not have a ## of days set for automatic removal from the server, in order to delete items from the server requires to log into the account using webmail (your browser).
Rajat SehgalFounder Enhance Technology

Author

Commented:
we have gmail & webmail account
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
Rajat,
As mentioned earlier, you want to go with the IMAP for gmail.  **YOu have to make sure it is enabled though via your webmail, then you can configure it on your outlook clients.  See screenshot   Open your gmail via the web, hit the gear Icon......
GMailImap.JPG
Rajat SehgalFounder Enhance Technology

Author

Commented:
That is already enabled after that i reserved mail only single system where i login first, same thing happening with sent mail.
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
Rajat,
Please view the below link and compare the settings to the ones you have in your outlook configuration.  

ref link:  http://pop2imap.com/gmail_outlook_2016.php

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