Outlook 2003 - Pop3 Mode - Manage Multiple Domains in single box/P


T

ToddC

Outlook 2003 - Pop3 Mode - Manage Multiple Domains in single box/PST.

I have moved from an Exchange Server to a standalone Outlook 2003 system.
On the exchange server I was able to manage multiple domains and the emails
associated with them. I would like to do the same with just the Outlook
client in Pop3 mode.

I have multiple domain emails forwarding to a single Pop3 mailbox as my ISP.

In order to setup the correct "Reply To" field in Outlook I can set up
multiple accounts to send out on (by selecting from the drop-down Accounts
list). However...

The problem is with associating the "Reply To" field with incoming mail.

The only way (it seems) to associate an account with the proper "Reply To"
information is to have that account download the mail from the POP3 server at
the ISP. However, if I do this, then EACH account downloads the mail from
the server and I end up with 10 of the same message in my Inbox!

I want to be able to have a single account download from the POP3 server
into my Outlook mailbox, then either manually or, ideally, have Outlook
determine the proper "Reply To" information based on the incoming/destination
email address. But even if I manually choose the proper "From" account when
I reply to the message, the internal "Reply To" information is the account
that it was downloaded from.

So I either have 10 duplicate emails, one of which has the proper internal
"Reply To" information; or I can turn of downloading for 9 of 10 accounts,
but not have the proper internal "Reply To" information.

Setting up different profiles will not change the duplicate email
downloading problem.

Is there a way to resolve this and have just a single mailbox downloading
multiple domains/email addresses from singe POP3 account, not have duplicate
emails and retain and/or automate internal "Reply To" information.

Thanks,

Todd
 
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R

Roady [MVP]

No, you now have a single account with a single mail address to which you
forward messages from other accounts and then you want to separate them into
multiple "accounts" again.

Instead of forwarding everything from other accounts to a single account,
why not collect the emails from those accounts directly with Outlook? Then
the original envelope is left in tact and Outlook will automatically reply
with the correct mail account (and thus address) and you can select the
account with the Accounts button.
 
D

Diane Poremsky [MVP]

In order for outlook to properly reply to the message, you need to have it
download the emails using the correct account. You can either do it by
setting up each account to download from the single mailbox and getting
duplicates (not recommended) or download directly from each account's
mailbox (recommended).

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Let's Really Fix Outlook 2010
http://forums.slipstick.com/forumdisplay.php?f=34
 
T

ToddC

Robert:

Thanks for the response. My eMail addresses for multiple domains are
forwarded via domain host -- they are not separate POP3 accounts, just
separate eMail accounts/addresses (with different domains). So I can't just
have each account download from some separate source of each eMail address --
all eMail is forwarded to my ISP address mailbox/inbox, from where I was
hoping to download all eMails directly into Outlook (as I had previously done
with Exchange, but Exchange allowed me to manage separate domains).

Thanks,

Todd
 
T

ToddC

Thanks for the reply Diane. Each account does NOT have a separate POP3
mailbox, only a DNS/MX record that allows the email to be forwarded to
whatever mailbox/account I want.

Thanks,

Todd

Diane Poremsky said:
In order for outlook to properly reply to the message, you need to have it
download the emails using the correct account. You can either do it by
setting up each account to download from the single mailbox and getting
duplicates (not recommended) or download directly from each account's
mailbox (recommended).

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Let's Really Fix Outlook 2010
http://forums.slipstick.com/forumdisplay.php?f=34

ToddC said:
Outlook 2003 - Pop3 Mode - Manage Multiple Domains in single box/PST.

I have moved from an Exchange Server to a standalone Outlook 2003 system.
On the exchange server I was able to manage multiple domains and the
emails
associated with them. I would like to do the same with just the Outlook
client in Pop3 mode.

I have multiple domain emails forwarding to a single Pop3 mailbox as my
ISP.

In order to setup the correct "Reply To" field in Outlook I can set up
multiple accounts to send out on (by selecting from the drop-down Accounts
list). However...

The problem is with associating the "Reply To" field with incoming mail.

The only way (it seems) to associate an account with the proper "Reply To"
information is to have that account download the mail from the POP3 server
at
the ISP. However, if I do this, then EACH account downloads the mail from
the server and I end up with 10 of the same message in my Inbox!

I want to be able to have a single account download from the POP3 server
into my Outlook mailbox, then either manually or, ideally, have Outlook
determine the proper "Reply To" information based on the
incoming/destination
email address. But even if I manually choose the proper "From" account
when
I reply to the message, the internal "Reply To" information is the account
that it was downloaded from.

So I either have 10 duplicate emails, one of which has the proper internal
"Reply To" information; or I can turn of downloading for 9 of 10 accounts,
but not have the proper internal "Reply To" information.

Setting up different profiles will not change the duplicate email
downloading problem.

Is there a way to resolve this and have just a single mailbox downloading
multiple domains/email addresses from singe POP3 account, not have
duplicate
emails and retain and/or automate internal "Reply To" information.

Thanks,

Todd
 
T

ToddC

I have figured out a work-around/solution. I have created all of the eMail
accounts under a single profile/mailbox. Each of the accounts is set up for
the same ISP account/mailbox. But in Send/Receive only one of those accounts
is set to download mail; all other accounts are setup to only send mail.

Whenever I send a reply eMail I will need to select the correct account from
the Accounts drop-down to set the "From" and internal "Reply To" address, but
that is workable.

Thanks again,

ToddC
 
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B

Brian Tillman [MVP - Outlook]

I have multiple domain emails forwarding to a single Pop3 mailbox as my ISP.

In order to setup the correct "Reply To" field in Outlook I can set up
multiple accounts to send out on (by selecting from the drop-down Accounts
list). However...

The problem is with associating the "Reply To" field with incoming mail.

The only way (it seems) to associate an account with the proper "Reply To"
information is to have that account download the mail from the POP3 server
at
the ISP. However, if I do this, then EACH account downloads the mail from
the server and I end up with 10 of the same message in my Inbox!

That's because you're forwarding all those different addresses to the same
mailbox and you have multiple accounts set up to receive mail. If they're all
in one mailbox, configure only one of your accounts to receive mail. Then
you'll get only one copy and you can choose the appropriate sending account
with the Accounts button.
I want to be able to have a single account download from the POP3 server
into my Outlook mailbox, then either manually or, ideally, have Outlook
determine the proper "Reply To" information based on the
incoming/destination
email address. But even if I manually choose the proper "From" account when
I reply to the message, the internal "Reply To" information is the account
that it was downloaded from.

Press Alt-Ctrl-S. Selectr "All Accounts" and click Edit. Decide which of
your accounts will be the downloading account. Select each of the others one
at a time and uncheck the box labeled "Receive mail items". That way only one
account will download the messages during a send/receive.

E-mail addresses and accounts don't need a one-to-one correspondence.
Mailboxes and accounts, however, should have that relationship. You don't
need to specify any "Reply-To" values. If each account has a separate mail
sending address, then leave the Reply-To setting empty. The receipient will
not be able to tell which of your accounts actually received the message as
long as you choose the correct sending account when composing your reply.
Just choose the sending account with the address you want the recipient to
see.

Why are you forwarding all your addresses to a simple mailbox? Don't
aggregate them before Outlook gets them. Let Outlook aggregate them,
downloading them from each of the individual mailboxes and you'll get only one
copy of each message and since the receiving account will have the address to
which the message was sent, when you reply, the sending address will
automatically be the correct address because Outlook always uses the account
with which a message is received for the sending account.
 
D

Diane Poremsky [MVP]

Then you have to download multiple copies or set up POP3 for the accounts.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:dailytips-subscr[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Let's Really Fix Outlook 2010
http://forums.slipstick.com/forumdisplay.php?f=34

ToddC said:
Thanks for the reply Diane. Each account does NOT have a separate POP3
mailbox, only a DNS/MX record that allows the email to be forwarded to
whatever mailbox/account I want.

Thanks,

Todd

Diane Poremsky said:
In order for outlook to properly reply to the message, you need to have
it
download the emails using the correct account. You can either do it by
setting up each account to download from the single mailbox and getting
duplicates (not recommended) or download directly from each account's
mailbox (recommended).

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Let's Really Fix Outlook 2010
http://forums.slipstick.com/forumdisplay.php?f=34

ToddC said:
Outlook 2003 - Pop3 Mode - Manage Multiple Domains in single box/PST.

I have moved from an Exchange Server to a standalone Outlook 2003
system.
On the exchange server I was able to manage multiple domains and the
emails
associated with them. I would like to do the same with just the
Outlook
client in Pop3 mode.

I have multiple domain emails forwarding to a single Pop3 mailbox as my
ISP.

In order to setup the correct "Reply To" field in Outlook I can set up
multiple accounts to send out on (by selecting from the drop-down
Accounts
list). However...

The problem is with associating the "Reply To" field with incoming
mail.

The only way (it seems) to associate an account with the proper "Reply
To"
information is to have that account download the mail from the POP3
server
at
the ISP. However, if I do this, then EACH account downloads the mail
from
the server and I end up with 10 of the same message in my Inbox!

I want to be able to have a single account download from the POP3
server
into my Outlook mailbox, then either manually or, ideally, have Outlook
determine the proper "Reply To" information based on the
incoming/destination
email address. But even if I manually choose the proper "From" account
when
I reply to the message, the internal "Reply To" information is the
account
that it was downloaded from.

So I either have 10 duplicate emails, one of which has the proper
internal
"Reply To" information; or I can turn of downloading for 9 of 10
accounts,
but not have the proper internal "Reply To" information.

Setting up different profiles will not change the duplicate email
downloading problem.

Is there a way to resolve this and have just a single mailbox
downloading
multiple domains/email addresses from singe POP3 account, not have
duplicate
emails and retain and/or automate internal "Reply To" information.

Thanks,

Todd
 
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T

ToddC

Brian, Thanks for the reply and information.

Yes, I did figure this out to make it work for me.

I am doing it this way because the addresses don't have a "mailbox" from
which I am downloading except where they are aggregated at the ISP, because
they are simply DNS/MX records that exist for that purpose...

Cheers,

Todd
 

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