Solved Help me change Outlook from IMAP to POP

Dave in Houston said:

this is the stuff relating to "Message Delivery."

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Now you've re-posted it I have no idea why I could not see it in the first place.
Have you posted a copy of your own pop settings dialog boxes? It seems to me that every posted one is from some generic original with scribbles on it.

Doesn't your ISP [earthlink] give you a list of all the settings you need to put in the various dialog boxes?

Or has all that been resolved and we only have to talk about examining pst files now?

Dave in Houston said:

I'm about to start poking through the other PST files. I didn't know you could copy stuff from one to another.

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Once you are in the Navigation pane, Folder view you can drag folders [and individual items within them] around to your hearts content.
But, as I said, keep using the Ctrl key as you drag so all you are doing is copying not moving. That way, only the target folder can get into a mess & all the ones you drag from stay as they are.

antspants said:

I'll leave you with Denis

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Please don't.


Denis

Try3 said:

Please don't.

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Denis, Dave is confused about processes. I have been trying them one at a time. Dave is so confused about how to move forward he is calling himself a “Klutz” this actually saddens me quite literally.
I don’t want to confuse him even more with multiple people throwing ideas at him.

I don’t think there is anything wrong with someone jumping in, but if that happens, I try not to interfere with that new process.

Dave in Houston said:

I didn't know you could copy stuff from one to another.

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Merging PST files is common, if you remember earlier I tried a few for you. I finally remember the software that used to work for me, it’s called SynchPST, but it will cost you $
I can’t find my license and don’t know if I want to purchase it again.

Dave, if you're not ready to sort through the suggestion Denis gave about merging:

(As per our PM's)

For the purpose of this info, I have renamed everything to "OutlookDave-2024-04-01" you can name them anything you want.

NOTE: REMEMBER always make sure you have one untouched backup of anything you delete, move or rename.

Before you start:


- Click on any images to enlarge them.

Open Control Panel:

1. Search Windows for Control Panel
2. Open Control Panel
3. In the top right corner of Control Panel, search for "MAIL"
4. Open "Mail (Microsoft Outlook)"




5. This box will pop open



6. Click on "Email Accounts"
7. Remove all Email accounts.




8. Click on "Show Profiles"
9. Remove any Profiles
10. Click on "Always Use This Profile"



11. In the same Profiles box, click "Add" Call the profile "OutlookDave-2024-04-01" click "OK"



12. A box will pop up (Add Account) asking you to create an email account. Click on "Manual setup or additional server types" click "Next"



13. Click "POP or IMAP" click "Next"



14. Fill out the information:






15. In that same window, click "Existing Outlook Data File" and click "Browse" go to Documents\Outlook Files\ and select "OutlookDave-2024-04-01.PST"
16. Click on "More Settings"
(Secure Server requirements are on post #49)
17. Click on the "Outgoing Server" tab
18. Click on "My outgoing server requires authentication" click "Log on using" and enter your username (email) and password



19. Click on the "Advanced" tab





20. Click "OK" (the box will close)
21. Click "Next"
A test account box will pop up



22. When it's finished, click close.
23. Click "Finish"
Make sure in this last box open, that "Always use this profile" says "OutlookDave-2024-04-01"

24. Go back into Control Panel "Mail (Microsoft Outlook)"
25. Click on the "DATA" tab, make "OutlookDave-2024-04-01" the default and remove any other data files existing.

Cross fingers/legs and whatever else you can cross.

Open Outlook
Make sure you're in "Folders" view (Post #50)

NOTE: If it isn't the right PST file, do this step from the top

Copy the PST file that you believe has everything you need on it right click, copy, then paste it exactly where it is. It will be duplicated with the word "copy" in the name.
Rename the copy of the PST to OutlookDave-2024-04-01 and paste into Documents\Outlook Files\

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Make sure Outlook is closed, overwrite the current OutlookDave-2024-04-01 in the Outlook Files folder.

Reopen Outlook, check if it is the right PST

If you have exhausted all PST files and cannot find the one you thought you had, use the closest one you can find. Perhaps then try the info Denis gave you above.

The only other way to sync and update PST files is to use a Merge PST software, I exhausted all the free ones for you and didn't find one appropriate.

Please excuse any misspelled words, and I hope to God I didn't miss anything.

Thanks for the detailed instructions. With such good help, I made it through pretty quickly. The PST that I thought was my best shot has all my old emails and folders from years ago, but it doesn't have my calendar or contacts. I may look at a few other PST files, but worst case, I could reassemble my calendar for future appointments and my contacts.

The instructions you made will be a great resource for anybody with problems like mine. And you'll be pleased to know that I feel a bit less like a klutz having gone through the process you laid out for me.

Thanks again!

BTW, regarding the SynchPST software: I found a link to a 21-day free trial. If I need to be merging PST files, I think I'd only be doing it once, so 21 days would be enough.

Something unexpected happened. When I open Outlook, it looks like this:


If I double click on "Inbox," I see all my old folders, and I can see my old emails in those folders. But it still won't show me the 4840 emails it says are in my inbox.

I went through the whole process a second time with a fresh copy of the PST, and I get the same result. To be honest, I'm not sure whether I ever saw them. I may have just been so happy to see all my old folders and old emails.

Dave in Houston said:

BTW, regarding the SynchPST software: I found a link to a 21-day free trial. If I need to be merging PST files, I think I'd only be doing it once, so 21 days would be enough.

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There will probably be functions missing but I would certainly try it before you buy it because I believe it’s $49.00?
Also, it may have changed, I think I had version 3, it’s now at version 7 I think.

Dave in Houston said:

If I double click on "Inbox," I see all my old folders, and I can see my old emails in those folders. But it still won't show me the 4840 emails it says are in my inbox.

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That maybe 4840 unread in all the folders combined.

Also, could you put it in "Folders" view (Post #50)

I’ll have to check my computer, is there a way to show only Unread?

There is also a way to stop “Sync Issues (This computer only)” messages, I’ll have to find it. But unfortunately it’s been a while since I have had to deal with it, I may not have notes.

Dave in Houston said:

BTW, regarding the SynchPST software: I found a link to a 21-day free trial. If I need to be merging PST files, I think I'd only be doing it once, so 21 days would be enough.

Click to expand...

I will also check it out later today when I can, Dave.

antspants said:

Sync Issues (This computer only)

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Could you right click on that folder and select “Empty Folder”
The next time a message ends up in there, I think it would be worth making a new thread about it. Unless I can find it in my notes.

I would like to see what is in there though. You just ned to remove any identifying text in a screenshot. Or you can PM me. But to add images in a PM you need to upload the image to an image host like https://imgbb.com/ then paste the link in the PM
Alternatively I could give you my email address, Dave.

I have a vague recollection that the sync issues is for IMAP syncing, not POP3. Not sure. Maybe you were using this PST when you had your email as IMAP?
You could probably safely delete that folder, but please at least empty it as mentioned above.

Also, 3 Junk e-mail folders?

AND… a “SENT Spam” folder, what dare say is that. Do you send spam, Dave… do you Dave?

Are you positive this is the PST you once had and were happy with?

Also, I am not quite sure why the title of your DATA is OUTLOOK DATA FILE
It should be, as far as I know, the name of your profile OutlookDave-2024-04-01

Here's a pic in Folders view. I made it without showing all the old folders, so you could see down to the bottom. (Also I didn't want you to make fun of my "Sent Spam" folder again. I have no idea why it made a folder by that name.)


When I click to send and receive, I see the emails on the lower right of my screen as they arrive. If I click on one of those I can read it, but I still can't see it in Outlook.

I note that the synch errors were all on 5/19/23. That's the date of the PST I used for this process.

I will poke around to answer your other questions.

Edit: I'm not sure this is my best PST file, but it was old and big, so it seemed like a good choice.

Edit again: I think it might be showing all those many junk email and other suspicious folder is that I'm somehow still looking at more than on PST.

Thanks again!

I don't know why it's called "Outlook Data File." I never noticed what it said, and it seemed normal.

Also, I'm looking around for an older PST.

The PST I used is called Dave Outlook Data April 2024_1. It's a copy of the one called Dave Outlook Data 0519.

I can't seem to find anything older. I even looked on the computer that's a distant relative of my previous computer.

I will work more tomorrow. Tonight I must sleep. Thanks again for the help.

Hi Dave.

In FOLDER veiw you should be able to see the Contacts and the Calendar Folder on the left. Where are they? Please look in the trash.

You can safely delete the Sync Folder, click on it, hit delete on your keyboard, say yes, it means nothing now.

What happens when you click to expand the arrow to the left of the INBOX? What folders or anything else is in there?

I’m personally not a fan of spaces in the names of important files, I may be superstitious. But leave it named as is because anything else might make things worse

Please go to C:\Users\user\AppData\Local\Microsoft\Outlook and delete or backup any .ost files

If you followed correctly (I believe you did) When you open "Mail (Microsoft Outlook)" (FROM POST #64)
- In the Email Accounts (step 12 - 23) you should see your email address
- In the Data Files (step 15) you should see one Data file named Dave Outlook Data April 2024_1 remove any others
- In the Show Profiles (step 11) you should see one profile called Dave Outlook Data April 2024_1 because I hope I asked you to name the profile and .pst file the same thing, and it should be marked as always use. I believe I did by example.
It also (I am very certain) should be called that at the top of the folders pane instead of Outlook Data File. I am starting to think this is an old .OST file that was somehow converted. That would explain the Sync Folder. And possibly the 3 Junk mail folders. And possibly you may of missed step 11.

As for the names of the folders, I don’t know how your ISP sets up their structure, maybe that is how they call them.

Picking the pst. It would seem logical to use the oldest date in your situation, but the largest maybe not so much. The largest copuld have been a combination of more than one file, I really don’t know.

I think I have to do some more digging.

I just want to confirm, you’re using Outlook 2021?

It's Office 365, whatever Outlook version that means.

Back to sleep now. It's 4:28, and I'm not supposed to wake up until 8:45.

Edit: I named the PST "Dave Outlook Data April 2024_1."

Edwin, is there much difference between Outlook in Office 365 and Outlook from Office 2021, could you tell me please?

antspants said:

is there much difference between Outlook in Office 365 and Outlook from Office 2021

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No.
And there won't be until Office365 evolves after the release of Office2024.


Denis