Sync POP Email Between Two Computers

This guide walks you through syncing a POP email account across two computers so you can access the same emails, sent items, and folders on both machines. POP normally downloads messages to one device, but with a few settings changes and the right client configuration, you can keep both computers reasonably in sync. Before you start, make sure you know your email provider’s POP server settings and have access to your account password.

What You’ll Need

Your email address and password
The POP server address (e.g., pop.example.com) and port number (usually 995 for SSL)
Email client software on both computers (Outlook, Thunderbird, Apple Mail, etc.)
Both computers connected to the internet

Step-by-Step

Enable POP access on your email provider’s website. Log in to your email account via webmail, go to Settings, and look for POP/IMAP access. Turn on POP and note any instructions about leaving messages on the server.
Configure the first computer to leave a copy on the server. Open your email client, go to Account Settings, and select your POP account. Look for a checkbox like “Leave a copy of messages on the server” and enable it. Also set it to delete after a certain number of days (e.g., 14) to avoid filling your server quota.
Set the first computer to send a copy to your sent folder. In the same settings, find the option “Place a copy of sent messages in the Sent folder on the server” (or similar). Enable it so sent items appear on the other computer.
Configure the second computer with the same POP account. Add the same email account to the email client on the second computer. Use the same POP server and port. When prompted, choose POP (not IMAP).
On the second computer, also enable “Leave a copy on the server.” This is critical—otherwise, the second computer will download all messages and delete them from the server, which would remove them from the first computer’s view.
Set both computers to check for new messages frequently. In each client, set the “Check for new messages every X minutes” to a short interval (e.g., 5 minutes). This reduces the delay between the two machines.
Test the setup. Send a test email from one computer, then check if it appears in the Sent folder on the other. Also send an email to yourself and see if it arrives in both Inboxes.
Adjust server deletion settings to avoid storage overload. Since both computers leave copies, your server mailbox will grow. Set a reasonable deletion policy (e.g., delete from server after 30 days) to keep storage under control.

Common Mistakes

Not enabling “Leave a copy on the server” on both computers. This is the #1 cause of disappearing emails. If one computer deletes the server copy, the other will no longer see it.
Using different email clients with different folder structures. For example, Thunderbird might create a “Sent” folder locally while Outlook uses “Sent Items.” This can cause sent emails to not sync properly.
Forgetting to enable POP on the provider’s side. Some providers disable POP by default. If you can’t connect, check your webmail settings.
Setting the deletion interval too short. If you delete from server after 3 days, you might lose access to older emails on the second computer.
Mixing POP and IMAP settings. Make sure you’re using the POP server address, not the IMAP one. They are often different.

Tips

Use IMAP if you truly need real-time sync. POP is not designed for multi-device use. If you can switch to IMAP, it will sync folders, read/unread status, and more seamlessly.
Create a local folder for archiving. On one computer, set up a rule to move emails older than a month into a local folder. This keeps the server mailbox small.
Use the same email client on both computers. This reduces folder name mismatches and makes configuration easier.
Export your address book and calendar separately. POP doesn’t sync contacts or calendar events. Use a separate sync method (e.g., a CSV file or a cloud service) to keep those in sync.
Regularly clean up your server mailbox. Since both computers leave copies, your server storage can fill up quickly. Delete old emails manually or set a short deletion interval.

Troubleshooting

Emails not appearing on the second computer? Check that “Leave a copy on the server” is enabled on the first computer. Also, check the server deletion settings—if the first computer deletes the server copy after download, the second computer won’t see it. Try sending a test email and watch the server mailbox via webmail to see if it stays.

Sent emails not showing on the other computer? Make sure the option to store sent emails on the server is enabled in both clients. If your client doesn’t have that option, you can create a rule to copy sent emails to the server’s Sent folder.

Connection errors? Verify the POP server address and port. Most providers use port 995 with SSL. If you’re using port 110, ensure SSL is off. Also check if your provider requires you to enable POP access from the webmail settings.

Duplicate emails? If you see duplicates, it’s because both computers downloaded the same message and left it on the server. This is normal. To reduce duplicates, set one computer to delete from server after a few days, but keep the other on “leave forever.”

Server storage full? Log in to webmail and delete old messages. Also, adjust the deletion interval on both computers to be shorter (e.g., 7 days).

Frequently Asked Questions

Can I sync POP email between two computers without leaving copies on the server?

No. If you don’t leave copies, the first computer downloads all emails, and the second computer will only see new emails that arrive after it’s configured. To have both computers see the same emails, you must leave copies on the server.

Will my read/unread status sync between computers?

No. POP does not sync read/unread status. If you read an email on one computer, it will still appear unread on the other. IMAP is needed for that.

How long should I leave emails on the server?

It depends on your server storage limit. If you have a small quota (e.g., 500 MB), set deletion after 7-14 days. If you have a large quota, you can leave them for 30 days or longer.

Can I use POP on one computer and IMAP on the other?

Technically yes, but it’s not recommended. The IMAP computer will sync with the server, while the POP computer will download and possibly delete server copies. This can cause inconsistency.

What happens if I delete an email on one computer?

It will be deleted locally on that computer, but it may still exist on the server and on the other computer, depending on your deletion settings. To delete it everywhere, you’d need to delete it from the server (via webmail) or use IMAP.

Is there a way to sync folders like Drafts or Archives?

POP typically only syncs the Inbox and optionally Sent items. Other folders are local to each computer. To sync all folders, use IMAP.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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