Syncing Email Between Computers

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shane.p

Member
Outlook version
Outlook 2007
Email Account
POP3
I know this is probably asked many times, but I cannot find a definitive answer. I've looked into a few add-ins and when I get down to telling them exactly what I want to do, they don't seem to support it.

Our department shares one email address (pop) between the four of us. We are currently using webmail, but want to use Outlook.

What we want to do is keep ALL emails on the webserver. We want to share all emails/folders between us, in real-time. The add-ins we were looking at required us to uncheck the "keep copy on webserver" option, which I thought would just clear out the webserver. He explained that if we didn't do that, then we'd be getting duplicates.

Which brings me to an idea that, in my very limited knowledge of how Outlook works, makes sense... somewhat.



Is it possible to set one user as a "super-user," where the super-user gets all emails from the webserver (while keeping the copies there), and the other users get their emails NOT from the webserver, but from the super-user?
We want to make sure that any changes one of the users does also changes the super-user's, as well.

Thanks for reading
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
No, that won't work - well, it could but super user would need to forward copies of the messages. You can't share the super user's data file easily.




Is IMAP an option available from your mail host? That would allow you all to access the email account on the server, leave the mail on the server and sync sent items back to the server for others to see.




An alternate option is to set up a local imap server and have it POP the mailbox. You'll all use the local imap server. There used to be a lot of free, easy to set up imap servers but I don't know how many free/low cost imap servers exist anymore - most can run on desktop computers or older computers.
 

shane.p

Member
Outlook version
Outlook 2007
Email Account
POP3
No, that won't work - well, it could but super user would need to forward copies of the messages. You can't share the super user's data file easily.

Is IMAP an option available from your mail host? That would allow you all to access the email account on the server, leave the mail on the server and sync sent items back to the server for others to see.

An alternate option is to set up a local imap server and have it POP the mailbox. You'll all use the local imap server. There used to be a lot of free, easy to set up imap servers but I don't know how many free/low cost imap servers exist anymore - most can run on desktop computers or older computers.

Thanks for the speedy reply!

As far as what we're willing and able to do, we're trying to spend as little money as possible and change as few things as possible. I don't know exactly what goes into changing from a pop to imap, and then learning how to set it up (we use GoDaddy). Are there any add-ins you could recommend? The original post was talking about Sync2, which requires us to delete the emails off the server.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
I figured you were on a budget - most people who ask about this are.




Do you know which email package you have with godaddy? The free accounts (and I think the cheapest paid account) is pop only. Changing from pop to IMAP is as simple as making a new account in outlook - it works mostly the same, although there are some idiosyncrasies involved with it.




Have you looked at codetwo's public folders? I'm not quite sure its really what you need though as its more to share multiple mailboxes between users, rather than sync one mailbox with multiple people. But, it just might work with your superuser plan. (It has a 30 days free trial so you can try it.) They also have an outlook sync product which might work for you.
 

shane.p

Member
Outlook version
Outlook 2007
Email Account
POP3
I figured you were on a budget - most people who ask about this are.

Do you know which email package you have with godaddy? The free accounts (and I think the cheapest paid account) is pop only. Changing from pop to IMAP is as simple as making a new account in outlook - it works mostly the same, although there are some idiosyncrasies involved with it.

Have you looked at codetwo's public folders? I'm not quite sure its really what you need though as its more to share multiple mailboxes between users, rather than sync one mailbox with multiple people. But, it just might work with your superuser plan. (It has a 30 days free trial so you can try it.) They also have an outlook sync product which might work for you.

I briefly looked at public folders, but I'll check out the details. As far as our account with GoDaddy, I really have no idea. I know we pay for it, but not sure if we pay enough to change to IMAP. I just want to make sure that if we do change it to IMAP, that no one would ever know that we did :p
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
If the godaddy account supports imap, it will "just work" - you won't need to change anything on the server and no one will know, unless you tell them. See http://help.godaddy.com/article/4714 - somewhere in your account online it should tell you the server names to use. You can try imap.domain_name.com
 

shane.p

Member
Outlook version
Outlook 2007
Email Account
POP3
If the godaddy account supports imap, it will "just work" - you won't need to change anything on the server and no one will know, unless you tell them. See http://help.godaddy.com/article/4714 - somewhere in your account online it should tell you the server names to use. You can try imap.domain_name.com

Oh, wow! Just tried setting it up with the IMAP settings and it works! Thanks so much! I'll do a little bit of research now on how to get this fully set up. Thanks again!
 
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