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Delivering POP mail to an Exchange account may result in duplicate email messages

Article ID: 2752393 - View products that this article applies to.

Symptoms

Consider the following scenario:

You configure Microsoft Exchange and POP email accounts in a single Microsoft Outlook profile.
You select the Exchange Inbox as the delivery location of the POP account in Account Settings.
You enable the Leave a copy of messages on the server option in the Advanced settings for the POP account.
One of the following situations applies:
- You use Outlook on more than one computer.
- You have multiple versions of Outlook on the same computer.
- Multiple profiles are being used on the same computer.

In this scenario, Outlook may download the POP email messages multiple times and may create duplicates in the Exchange store.

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Outlook uses an associated message in the store named Outlook Message Manager to track the Unique Identifier number (UID) of messages. When you create a new profile, Outlook creates a new associated message that has a new search key. Because this message does not contain the UIDs of these messages, Outlook downloads them again.

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Resolution

To work around this issue, configure the POP3 account to deliver email messages to an Outlook data (.pst) file. Or, you can disable the Leave a copy of messages on the server option for the POP account.

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More information

Outlook 2007

To change the delivery location of messages for a POP3 account in Outlook 2007, follow these steps:

Click Tools.
Select Account Settings.
Select the POP3 account that you want to change.
Click Change Folder.
In the New E-Mail Delivery Location window, select the folder that you want to use.
Click OK to save your changes.
Close the Account Settings window.

Outlook 20120

To change the delivery location of messages for a POP3 account in Outlook 2010, follow these steps:

On the Ribbon, click File.
Click Account Settings, and then select Account Settings.
Select the POP3 account that you want to change.
Click Change Folder.
In the New E-mail Delivery Location window, select the folder that you want to use.
Click OK to save your changes.
Close the Account Settings window.

For more information about the default location of email messages for a POP3 account in Outlook 2010, click the following article number to view the article in the Microsoft Knowledge Base:

983131

(http://support.microsoft.com/kb/983131/ )

By default, a new Outlook Data File (.pst) is created in Outlook 2010 when you add a new POP3 account

For more information about how to configure a POP3 account to leave a copy of messages on the server, go to the following Microsoft website:

Read POP3 email messages on multiple computers

(http://office.microsoft.com/en-us/outlook-help/read-pop3-email-messages-on-multiple-computers-HP010356297.aspx)

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