Why My Email Has Been Deleted From the Server?
This guide explains the common reasons why emails disappear from the server, especially when POP is used in email applications such as Microsoft Outlook.
Table of Contents
- Service Direction / Introduction / Scope
- Description of Content / Step-by-Step Guide
- Common Mistakes
- Responsibility Breakdown
- FAQ
- Summary
- Use Case
1. Service Direction / Introduction / Scope
This article explains why emails may disappear from the server when using POP (Post Office Protocol). POP downloads emails into the device and can automatically delete server copies based on the email client's settings.
This behaviour is normal for POP and is not caused by server malfunction.
2. Description of Content / Step-by-Step Guide
A. How POP Works
- POP downloads email from the server into your device.
- After downloading, POP may delete the copy on the server.
- Microsoft Outlook’s default POP setting keeps messages on the server for only 14 days.
B. Why Emails Disappear
Emails disappear from the server because:
- Your device downloaded the emails using POP.
- Outlook automatically removed server copies after 14 days.
- No server-side issue — this is normal POP behaviour.
C. Optional Case: Multiple Devices Using One Email Account
If several devices use the same email account, and one device is using POP with the 14-day delete setting, that device will remove emails from the server for everyone.
D. How to Check or Fix
- Open Outlook → Account Settings → More Settings → Advanced.
- Look for: "Leave a copy of messages on the server".
- Adjust:
- ✔ Enable “Leave a copy on server”
- ✔ Disable “Remove from server after 14 days” (recommended)
- If possible, switch to IMAP for modern multi-device usage.
3. Common Mistakes
- Assuming emails were deleted by server or hosting provider.
- Not aware that POP removes emails automatically.
- Multiple users sharing one email account but using different protocols (POP + IMAP).
- Leaving Outlook default settings unchanged (14-day server deletion).
4. Responsibility Breakdown
iCoreHosting Responsibilities
- Maintain server uptime and mailbox availability.
- Ensure emails remain on the server unless removed by client software.
- Provide accurate logs showing mailbox access if needed.
Client Responsibilities
- Configure email applications correctly (POP/IMAP settings).
- Ensure devices do not auto-delete server emails.
- Avoid using POP across multiple devices unless fully aware of its effects.
- Regularly back up downloaded emails in local Outlook/PST.
5. FAQ
Q1: Can the deleted server emails be recovered?
Usually no, because POP permanently removes the server copy after download. Recovery depends on the local device’s mailbox (PST/OST).
Q2: Will switching to IMAP stop this issue?
Yes. IMAP syncs emails across all devices and keeps them on the server.
Q3: Why does only one device still have all the emails?
Because POP downloaded and stored emails locally on that specific device.
Q4: Does iCoreHosting delete emails automatically?
No. Deletion is triggered by the client device’s POP settings.
6. Summary
Emails disappear from the server because POP downloaded them and removed the server copy after Outlook’s default 14-day retention. This is normal behaviour and not a server error. Switching to IMAP or adjusting POP settings will prevent future deletions.
7. Use Case
A company uses one shared email address. One staff laptop uses POP with “remove after 14 days.” Emails disappear from server and other devices. After investigation, POP settings are identified as the cause. Solution: Switch all devices to IMAP or adjust POP retention settings.
