Our server side email software is provided by SmarterTools. To ensure the best connection to the mail servers, there are a few steps that can be taken.
Make sure that you have the newest updates or patches installed on your email client or email software. In earlier versions of Microsoft Outlook or Microsoft Outlook Express, you can find a link to the updates under Tools. In Outlook 2003 and later, you will find this under Help.
Secondly, email clients have a default timeout to the server set to around 30 seconds, depending on your version. It is best to have this set to two minutes or more. In Microsoft Outlook, this can be found under Tools, Email Accounts, View or Change Existing Email Address, Change, More Settings, Advanced Tab. At the bottom of the Advanced Tab, there is a time out limit that you can increase up to 10 minutes.
For Outlook Express, skip View or Change Existing Email Address, Change, More Settings, and just click on properties and go to the advanced tab.
If you are having the email client auto check for mail every couple of minutes, it is best to set this increment to ten minutes or more. If it is set to check messages more often than every ten minutes, the mail server may become unsynchronized and disconnect, or duplicate message may arrive.
Using the option in a POP account to “Leave Messages on Server” can also create duplicate messages when the client gets out of sync with the server. If you are getting duplicates, try turning off this feature.
1. On the Tools menu, click E-mail accounts.
2. Select View or change existing e-mail accounts, and then click Next.
3. Under Name, select the POP3 account you want to change, and then click Change.
4. Click More Settings.
5. Click the Advanced tab, and then under Delivery, de-select the Leave a copy of messages on the server check box.
You can also select whether to automatically remove messages from your e-mail server after a specified number of days, when you delete the item on your computer, or when the Deleted Items folder is emptied. These settings may help prevent you from exceeding the mailbox size limit amount your ISP has set.
However, if you would like to continue to leave messages on the server, try using an IMAP email account instead of POP. You can do this by removing the account from the email client program and adding it with the same information again. When adding it, select IMAP instead of the default selection, POP, when the wizard asks what type of account it is.