How to Restore Mail to the Mail Server

Last reviewed on January 26, 2015   —  80 comments

A common mistake many users who keep copies of their email in their POP3 mailbox make when setting up a new email account is forgetting to change the setting to leave mail on the server, so Outlook downloads and deletes it from the server.

If this happens to you, you can restore the deleted mail to the server only if you have IMAP access to your mailbox.

Using IMAP to restore mail to the server

When you email account supports IMAP, you can restore mail to the server in a few simple steps:

  1. Create a second email account in your profile using the IMAP account type.
  2. You'll now have two accounts in your profile for the same email account, with the IMAP account adding a second *.pst to the profile.
  3. Make sure you set the POP3 account to leave mail on the server in the account's More Settings. Advanced dialog.
  4. Drag the messages from the POP3 Inbox to the IMAP folder's Inbox.
  5. Tip: You may want to start with about 100 messages at a time and wait a minute or so for the messages to sync up. If it works well, select a larger block of messages to move in the second batch.

  6. The messages will be synced with the mailbox on the server.
  7. When finished, remove the IMAP account from the profile. (unless you want to use it instead of POP3.)

Gmail: configure the account for IMAP in your GMAIL settings then setup the email account in Outlook. Gear icon, Mail settings, Forwarding and POP/IMAP link)
Yahoo: use imap-ssl.mail.yahoo.com for the IMAP server name. In Outlook 2007 and 2010 you need to create the account manually.

Hotmail: although Hotmail does not support IMAP, you can use the Outlook Hotmail Connector to upload mail to the server.

Note that both Gmail and Hotmail make it difficult for Outlook to delete mail from the server. If Outlook deleted downloaded email from either account, check your settings in the account online and configure it to archive mail downloaded using POP3.

If your mail server doesn't support IMAP

If your email account does not support IMAP, you can't easily restore mail to the server unless it can POP email from other servers. In this case, you could upload the mail to another server then POP it back to your original email account. If this is not possible and you need online access to the mail you downloaded, consider using Gmail, Hotmail, or Yahoo to store it online for you.

If your account can collect mail from POP accounts (like Gmail, Yahoo and Hotmail do), you can upload the mail using IMAP then your account can collect it using POP3. Before using this method, verify your POP3 account can collect mail from the IMAP server - GMail and Hotmail require SSL for POP3 services and many accounts do not use SSL when "popping" accounts.

  1. Create an account that supports both POP3 and IMAP.
  2. Use the instructions above to put the mail online.
  3. Go to your mail account's web access and configure the account to collect POP mail from the new account.
  4. Once the messages are back online in your mailbox, delete the POP account from the online configuration and the IMAP account from Outlook.

Restoring Exchange Server mail to the server

If this happens with an Exchange server account, set the Exchange account as the default delivery location and drag any mail that does not resync with the Exchange mailbox back to the mailbox.

About Diane Poremsky

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlook forums by Slipstick.com.

80 responses to “How to Restore Mail to the Mail Server”

  1. shizzle bizzle

    You're awesome. I love you. I want you to have my babies. =D

    On a serious note, this is exactly what I was looking for. Thanks!

  2. Daniel

    Hi Mrs Dianne, Thank you for your advice, works!!!! just one detail, "the date" my mails are coming to yahoo server but the date appears as the present date, not as the original ...is there something I could do to recover this also?

    Thank you anyways

    1. Diane Poremsky

      I'll check into it - but generally, the date is read-only. Is it correct if you look at it in an open message?

  3. Daniel

    Yes, in an open message is correct, the original details remain. Just when they are coming back to server, they appear with today`s date and time. Is a minor issue, but sometimes help that category.

    1. Diane Poremsky

      Close the reading pane (so the message list uses one line) - which date field do you use? Right click on the date field name and choose Field chooser - select Date from the drop down and drag the date fields to the row of field (column) names. The sent date should do the best - it's usually within minutes of the received date but the difference can be hours or days. (Which is why we don't usually use it.)

  4. Sagar

    Thank you .. :)
    I almost lost all my mails , very thankful to you and gud to kno we can recover mails from pop3...

  5. CL

    Thank you SO MUCH!

  6. Justin F

    Thank you so much. So simple, yet effective.
    Its very silly that Outlook 'auto' setup, defaults to pop3 server types.

    Thanks again

    1. Diane Poremsky

      Oh, I don't know... Outlook 2013 defaults to IMAP if the server supports it, even if the account is not enabled for IMAP. It's annoying. I liked Outlook 2010's method - set up POP3 and keep mail on the server for 14 days better.

  7. Frank J. LaTray

    I have been trying to get outlook email . I have a new computer, i'm trying to set up my email which was outlook POP-3 .

    1. Diane Poremsky

      See Create a new profile for the steps to set Outlook up on a new computer.

      If you need to move outlook from one computer to another, see move outlook to a new computer.

  8. Sorin Baicu

    Thank you!!

  9. sangoku123

    You saved my life :) merci beaucoup

  10. Erik T. Irish

    ABSOLUTELY AWESOME! Thank you SO much for this! Made my customer VERY happy! =-)

  11. Tinashe

    thank thank thank thank thank thank you. God bless you Diane

  12. Alex

    Thank you! Lifesaver :)

  13. Charles Rukuni

    My outlook 2007 has been giving me problems. I was getting a message saying the outlook version you have may not be compatible with the outlook.... go to your windows control panel, click on the mail box, then show profiles and then add. I did that and created a new profile and then removed the old profile. The new outlooked opened without a hitch but all my old emails, contacts, calender are gone. is there any way of recovering them. They were not on my server because I was using pop3. I only learnt recently that I should use imap.

    1. Diane Poremsky

      You should have a pst the the old account used. Go to Tools, Account Settings, Data Files tab and click Add. Is your old pst file there? If so, select it. You can set it as default on the data files tab and set the email account to deliver to it on the Email accounts tab.

  14. Jeegar

    Thank You very Much.You are awesome :-)

  15. Fariborz

    Thank you for your fantastic article. I lost all my yahoo inbox. configuring outlook 2007 what should I put for incoming and outgoing mails? imap-ssl.mail.yahoo.com use for both? Thank you in advance

    1. Diane Poremsky

      You'll use smtp.yahoo.com for the outgoing server.

  16. Reving

    Thank you. The IMAP inbox is offline and I can't drag mail from POP3 into it! How do I connect the inbox? Thanks

  17. Juanna

    Hi I found this but couldn't work it! how i lost my emails was i set up Mail App on my MacBook Air and forgot to unmark "remove copy from server" so all my emails were gone from the server...any idea how i can get them back on the server on MacBook Air and with Mail App? my account is not IMAP it is POP3...thank you

    1. Diane Poremsky

      Does your account support IMAP? If not, you'll need to forward them to your email account - and that is really not a very workable solution.

  18. Alex

    Hello, my web server does not support IMAP, so I'would like to restore the mails by using the IMAP server. But don't know how to create an Outlook account wich support BOTH POP3 and IMAP. And how should i configure my mail.md server for collecting mails from another POP3? Pls help. Alex

    1. Diane Poremsky

      If your mail server doesn't support imap, it's tough to upload mail - if your email account can collect mail from other accounts, you need to create an account at google or outlook.com then set the pop3 account up to collect mail from the server but not all pop3 servers supports this.

  19. Admirer

    I also would like to have your babies right now! THANK YOU

    1. Diane Poremsky

      LOL You're off the hook. :)

  20. Grace

    Hi i have a problem with my restoring my mail because they were in my company mail and we are using http://webmail.safeaircompany.com to access mail. I have tried to restore my inbox to no avail. i am also using outlook 2007 and pop3. how do i go about it? Your assistance is really appreciated.

    1. Diane Poremsky

      If you need to put mail back on the server, you need to be able to use IMAP, as POP3 is one way - down. If you account allows you to use IMAP, create a new account in Outlook using the IMAP settings then move mail from the pop3 mailbox to imap. You'll want to disable the option to check for new mail in Outlook and make sure the pop account is leaving mail on the server.

  21. Shaun

    Im having issues because I formatted my phone after the new android update. When I added my hotmail account back onto my phone, it defaulted to IMAP and I didnt notice that deleting the mail from my phone would also delete them from my actual hotmail account since they were no longer just a copy. When I follow your steps above and try to add a duplicate account but this time a POP3 account, my phone tells me I already have that account activated and I can't duplicate it :( How do I get my inbox back, it had flight itinerary, hotel confirmations, etc and nothing is showing up in my trash folder on either my phone or my computer.
    Thanks

    1. Diane Poremsky

      Unfortunately, if you deleted them from the phone and they are not in the phone's trash, they are gone for good. On the accounts on the phone, you'd need to remove the account and re-add it as a pop3 account.

  22. ABDUL SALAM

    Excellent, I got my all email restored to my hotmail inbox

  23. Steve

    Hello.....Loved your solution.....this seemed to work great for the inBOX, but what about other folders.....have a user that wants to migrate all of her Sent Folder too (some 5000 emails) and this does not seem to be workimg, none of the emails in the sent Folder are coming over,,, Puzzled?

    1. Diane Poremsky

      It should work for any folder. Are there any sync errors? Did you try moving a few at a time or all 5000 at once? Try a few - see if they sync up. If so, try a larger group. I'd also make a copy of the pst file then move, instead of copying, the messages. (Make the copy of the pst just in case something goes wrong and they don't sync up.)

  24. Roger

    i had configured yahoo mails on outlook but mails have disappeared from web yahoo page how can i get the copy back on the server of my old mails. This is very urgent to me

    1. Diane Poremsky

      You set it up as POP3 and outlook deleted them from the server. Set up an account as IMAP and move them from the pst to the imap folders. Make sure you change the settings in the POP account first, or it will download duplicates. That is in Account Settings, More Settings, Advanced tab.
      IMAP settings are here: http://www.slipstick.com/addins/services/online-services-in-outlook/#yahoo

  25. magda

    Hi Diane , you have been of great help to me , i did and imported all my email to a new imps new profile , and when send and receive it make synchronise but mails didn't restore on my go daddy account server ! can you give any further steps to do , thanks magda

    1. Diane Poremsky

      Is a POP account still removing them from the server? Are there any errors in the Sync errors folder?

  26. Akintobi Akinbode Akinbiyi

    Thanks a lot, this really helped

  27. Tom Jones

    I set up a pop account on outlook for my wife and forgot to turn on the keep on server setting for the webmail server twc roadrunner. I read this and set up the IMAP and did exactly as you said but all I can figure is time warner roadrunner webmail does not allow to put the emails back on their server. Anyone else tried this with roadrunner and had success(or not)?
    Thanks

    1. Diane Poremsky

      When you set up the IMAP account, did mail download to Outlook? What happened when you tried - any error messages? It should work - you'll need to make sure the pop settings are set to leave on server or it will redownload everything as you add them back.

  28. Fiona Templeton

    I set up an IMAP account in Outlook for my gmail, but there is no option to leave the messages on the server as there is in a Pop3 account, and it sucked all the messages from the server. I thought IMAP kept them synched. I need to be able to access these from other devices. Help!

    1. Diane Poremsky

      IMAP will keep them synced - it doesn't have a Leave on server option because they are left on the server. Did you move the messages using a rule or drag them to a local pst? That will remove them from the server - but even so, the default setting to is archive, not delete from server.

  29. Fiona Templeton

    Also, I don't seem to be able to set up Pop3 for gmail, to try your suggestions as above.

    1. Diane Poremsky

      What happens when you try? Did you enable POP3 in the setting at gmail.com?
      https://mail.google.com/mail/u/0/#settings/fwdandpop

  30. Fiona Templeton

    I enabled Pop3 but IMAP was still deleting messages off the server. Then I found in gmail settings the option to use "recent mode" which keeps them there. But now I have 2 sets of inboxes etc in Outlook. How do I streamline this?

    All the info says IMAP keeps messages on server but it didn't for me.

    Also, I want to do all this too for a Compuserve account. The "IMAP and POP Configuration Instructions" page in settings is blank. Any advice?

  31. John

    Thank you. Works perfectly for me. Just what I was looking for.

  32. ange

    I added an existing pop3 (hotmail) account to my gmail profile and forgot to "leave the mail on the server". So now my hotmail inbox is empty. Can I use your method to restore my hotmail inbox?

    1. Diane Poremsky

      You can restore the mail to the server - you'll need to set the Hotmail account up in outlook as an imap account then you can drag mail to the folder. Make sure the leave on server setting is enabled first. :)

  33. Carlos

    Hi Mrs Diane Poremsky, I am working on Microsoft Outlook 2011 for MAC and I have two MacBooks in which I hold three email accounts, the one I am referring this particular time is a POP account that I wish it could be sync, but it doesn't, so the problem I experience is that sometimes one of the lap tops misses some emails which the other has. I would like to know if there is anything it can be done to correct this issue, your advise would be very much appreciated.

    1. Diane Poremsky

      So mail in the POP3 account doesn't download to Outlook? Does the account support IMAP? That is usually the better option when you use multiple computers - sent items will sync up and the mailboxes will be identical on each computer.

    2. Carlos

      Good morning Mrs Diane Poremsky, this is Carlos.
      Initially I had a personal email account under POP which last Monday 23-02-2015 I created a new account under IMAP in order to sync with the second MacBook mentioned before, as your advised.
      Yesterday 25-02-2015, I experienced not receiving emails in the IMAP account as it did not connect to the network, but in the other hand the POP account was connected and therefore received the emails.
      -NOTE: the network at home is different from the one at work.
      I would like to know if there is any method to recover all that information into Microsoft Outlook IMAP account.
      Your help would be much appreciated.
      Kind regards,
      Carlos.

    3. Carlos

      Thanks Mrs Diane Poremsky,
      I looked at the location where the PST files could be and I couldn't find any, so after searching on the web I found this article on QUORA under "Where does Mac Outlook 2011 store its data files" and I find the following:

      James McIninch, well-rounded individual
      4 upvotes by Abe Taha, Ronen Morecki, Alexandr Kamenetsky, and Shruti Swaroop.
      The files are in "~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity". Under that directory, e-mail is stored in "Data Records/Messages". Note that Outlook for Mac does not use PST and OST files. Each item is stored as a separate file, which makes indexing with Spotlight for searching much simpler.

      Beforehand I knew the location of my Main Identity was, but I dug out further and I couldn't find any location where the PST files could've been. surely there must be a way to recover all those lost emails, before removing the POP account from the profile.

      Your help is always appreciated.

      Kind regards,
      Carlos.

  34. theresa

    I need help. When i began using my new laptop i was using my g mail and yahoo emails. I kept getting this message to sign up for a Microsoft outlook account on my laptop. So I finally did. Now I cannot access my g mail and yahoo mail unless I go through the internet. They used to be automatically there when I turned my laptop on. I had a few draft emails in yahoo that i need to complete and they are not showing up in yahoo when I log on from the internet browser. Can anyone explain to me what happened and how to fix it. I really want to delete this Microsoft email, I don't even use it. Frustrated. =-(

    1. Diane Poremsky

      Are you using the Windows Mail app or Outlook on your desktop? Signing up for Outlook.com account won't affect the other accounts - I would not configure Outlook.com to connect to the accounts.

  35. Sue

    Thank you so much for this - lifesaver !

  36. DJ

    Hi Diane. I uploaded a large number of emails to a new Outlook 2013 account on a new laptop computer. The emails were all deleted from the server and then when I went into Outlook with a new password a few days later, all of the emails that were downloaded into Outlook vanished in a span of about 5-10 seconds. It apparently re-synced and I lost the emails.

    Is there any process, or software that you recommend, in which these emails can be retrieved from my computer?

  37. Venky

    Thanks a billion.. Using IMAP method resolved by mistake.. Guys like you are god sent to help novice user like me.. Thanks again for your very useful informationi..

  38. Sandesh

    I am having an issue that when ever a new mail is synced to outlook or Gmail from the server its being server is deleting the mail how to control it if the mail is not synced the mail will stay in server until it get synced what to do

  39. intruder

    Thank you so much

  40. DILAN

    Hi,
    Im trying to create a IMAP account, but I'm getting this message - the .DLL file for the information service cannot be loaded?

  41. Dilan

    Office 2007, I'm trying to retrieve emails from the server. I was using a trial outlook 365 and installed 2007 and lost emails

  42. Dilan

    Hi,

    I am using Outlook 2007, all went well except to two sub folders are missing emails

  43. dingding

    hi ms diane, can I ask help from you? if so please help me how to restore the deleted folder in outlook 2013. the deleted items today. I don't have an exchanged server. pls help me. thank you very much.

  44. Dilan

    Hi Diane,

    No sync error messages, however I did drag folders from HTMP to pop email address

  45. Daniel C

    can anyone help me. i accidentally deleted my emails off yahoo which caused them to get deleted off my iphone. but i have all the emails saved on my mac osx. is there a way to get these emails either back on my iphone or even better back to yahoo server. thanks

  46. VEP

    Thank you! I backed up my Emails and Change settings to Imap account and it worked like a charm!! Finally! I should have done it a long time ago! I woudld have avoided having to come back to the office at 1am to resend an email that was in my out basket! after that I decided THAT'S IT! I have to crack this stupid Synch problem and after searching a lot in the internet your answer was the best, easy to understand and I was able to get it all Synched! Thank you again!

  47. Emmanuel

    Can any one help me please!

    I configured my outlook to receive mail via POP from my yahoo later decided to set-up another account via IMAP to receive email from the same yahoo in my outlook 2013 because I want to see my folders in yahoo. while the outlook IMAP was synchronizing with yahoo server, I moved a folder from yahoo outlook IMAP mail to Yahoo POP mail and then Back to yahoo IMAP again during which my net internet network failed. as soon as the network was connected, the synchronization resumed.

    After all completion of synchronization, I could no longer locate the folder moved in both POP and IMAP mail.

    Please kindly advice how to recover this folders again.

    Thanks for all help.

    Emmanuel

Leave a Reply

If the Post Comment button disappears, press your Tab key.

This site uses XenWord.