webmail download to outlook

[#1]

Hi please help a 75 year old with tech issues.Just been notified about transition to greenby. So decided that all of the folders in my webmail should, for safety reasons,  be downloaded and kept on outlook. added my (totalise-plus net) webmail inbox to outlook successfully but found that inbox was just duplicated in outlook. investigated and was said that was due to IMAP protocol which it is. need apparently to change to POP3 in order for delate from web mail and keep on outlook. can not work out how to do this. many thanks in advance.

[#2]

@gilbro 

Bear in mind I only use webmail.

AFAIK, you should be able to copy, or export, your IMAP based folders on your PC or device to separate, permanent files on your PC. People familiar with this will be able to give you details of how to do this in your particular software.

POP3 - this only downloads files from your email account main Inbox. So, if used for other folders you would seem to need to copy or move them to Inbox (online via the webmail interface) and then retrieve them via POP3.

Then again - it is possible to download individual messages ('eml' format), or even entire mailboxes ('mbox' format), to your PC from within the webmail interface itself. It ought then to be possible to import them into your email software.

Three dots •••/More at top right of webmail task bar --> Download --> (eml or mbox format)

[#3]

@gilbro 

Oops! Just realised my description of how to download from webmail was based on the newer Roundcube webmail UI used by Greenby. 🤔

But, the same facility is available in the older Roundcube UI as used by Plusnet email. I can't remember the exact details now but it is there on the taskbar/menu.

[#4]

@gilbro 

There are others much more knowledgeable regarding this than me but the two basic protocols are:

1. IMAP. 

With IMAP, which is the default of web based email, stores all the messages on, in this case Plusnet's servers. When you look at emails on your computer, you are simply seeing a temporary copy of that remotely stored.

If you set a mail client such as Outlook up in IMAP mode, you are no further forward, you are again looking at that stored on Plusnet's servers in exactly the same way as if you were using web mail.

The advantage of IMAP is that you can see your emails, including both sent and received messages on multiple devices. Also they are backed up on the Plusnet servers.

The disadvantage is that without Ethernet access, you have no access to your messages. Also, your personal information is stored on a third party platform.

2. POP3

With POP3 accessing messages automatically downloads them from Plusnet's and saves them on your computer. Depending on how you set up your web client, by default, downloaded messages are automatically deleted from Plusnet's servers, leaving it your responsibility to keep back up copies. Sent messages are stored on your PC, so no longer available to IMAP connected devices, regardless of POP3 settings.

Advantages are that you are in control of your messages.

The disadvantage is that POP3 is unsuitable if you want to send emails from multiple devices as they will be spread around all these devices, with no common pool. You are also on your own in needing to keep your own back up copies in case your PC decides to go belly up.

As I said, there are others much more skilled in offering advice as to the best way for you to proceed, I am simply trying to give you the headlines and urge that you proceed with extreme caution without help or you could make matters worse.

Microsoft Outlook comes in many flavours. These range from several freebie versions to the professional versions bundled into Microsoft Office. It would help if you advise which version you are using

[#5]

Thanks Baldrrick1 and pvmb I am using outlook from my 365. I just want to get my webmail folders, other than inbox, off webmail and onto outlook. I have plusnet/totsalise web mail only not internet. There seems no way for me to change from imap to pop3. I can not see how I can copy folders into outlook without importing and therefore merely duplicating them. I wish to delete folders from webmail. Sorry if I sound confused, I am. I think that the pop3solution suits me and I worry that after Greenby I will lose them. Many thanks again

[#6]

Sorry Just remembered and not sure if it is relevant but i do use my webmail on my iphone as well but merely for monitoring me inbox.

[#7]

POP3 no matter what many suggest is no substitute for a proper self managed backup and archive strategy using IMAP.

IMAP sees ALL folders on the mail server (inbox, sent, drafts, trash and others you might have created) whilst POP3 only sees the inbox.  POP3 is NOT the panacea solution to local back up many suggest.

Stick with IMAP within Outlook and look at the archiving tools.  That said the migration process is fairly safe.

[#8]

Thanks for the valuable advice. seems like my best option is to stay with IMAP so that I can manage my inbox on all three devices - webmail, laptop and iphone. I will still need backup for my inbox though, if I make a mistake on any of the devices it downloads to them all, I think. There is still my wish to remove other self created folders from webmail but have them so that I can have them under my control on my laptop and file inbox messages to those files whilst realising that I still need to back up those folders. Not sure how to do that as importing them from webmail through IMAP will just replicate them. Any ideas on that last point. Many thanks again for your advice just need to sort out the last point and I am good to go.

[#9]

---

@gilbro wrote:

...I will still need backup for my inbox though...

---

To backup your email use MailStore Home:

https://www.mailstore.com/en/products/mailstore-home/

It's free and will backup all of your mail.  I've used it for years.

[#10]

With "proper" outlook which I think paid Microsoft 365 provides, if you do the following I think you will be able to make a copy of the current state of your mailbox (which wouldn't be a bad idea).

Click on the account name at the left (it's in bold for me)

• Then "File" (top left)
• Open & Export (second down)
• Import/Export
• A window opens
• Pick "export to a file"
• Output Data File (.pst)
• Select the folder(s) to export 

and let the process complete (pick file location and "allow duplicates" as needed)

That should create a .pst file that Outlook can open.

[#11]

thanks stuck will investigate that. thanks for your help

[#12 · Accepted solution]

thanks markhawkin yes already tried that but it just seems to create a duplicate folder on outlook (due to IMAP protocol)  not a copy which means that my self defined  folders on web mail remain on webmail and when deleted on there also delete on outlook. I was perhaps vainly hoping do delete from webmail and store on laptop only for my records and to add to from inbox, have experienced accidentally deleting in my phone (finger trouble usually). Thanks for you help though.

[#13]

@gilbro 

No it does not (as such): the process described by @markhawkin creates an archive snap-shot of the IMAP mail folders - this has nothing to do with the IMAP protocol.

There is much misunderstanding surrounding email archiving, which is what you are seeking to do here - ARCHIVE email against a perception of risk of everything being lost.  Email held within mailbox client folders (however connected to the server) is NOT an archive.

@Baldrick1 has provided an excellent outline of the differences between POP3 and IMAP email CLIENT configurations...

• POP3 sees only the inbox folder, removes content from the mail server, is fairly useless unless you ONLY EVER access email from a single device - there is no concept of server-side folders nor a common sent items folder (POP3 and IMAP use across multiple devices just does not work in a practical manner
• IMAP is a content synchronisation model, ideal for multi-device access - it sees all folders and (within some limitations) all devices see all sent emails and custom folders - the content of the server mail box is synchronised to the client device

I would add a point of clarification to that description - an IMAP client is great at working off line (no ethernet / internet connection) allowing reading of previously synchronised content, writing replies and creating new emails.  On the next connection to the server, everything gets sorted.

The "mailbox" folders one sees in an IMAP email client, might be thought of as an untidy dynamic desktop - you see everything the SAME on any connected device - write an email on one and it is accessible of all; delete an email (or folder) on one and it is gone everywhere.

Securing or archiving email is something which MUST be done "away from" the mail box, that is you make a COPY of what you want to save into some local facility on ONE of your devices.  Outlook provides PRIVATE storage folders (.pst files) other email clients have their own methods.

What @markhawkin described was an export to a PRIVATE folder, at which time it will show exactly what is in the mailbox ... but thereafter what happens in the mailbox, happens in the mailbox only - the private (.pst file) will remain as was - an ARCHIVE of your email store (at the time of the export).  Outlook also has excellent archiving tools.  See File -> Options -> Advanced -> AutoArchive Settings...  therein you can specify the auto archive frequency and where archived items are to be stored.