I’ve configured Outlook.com to collect emails from another account of mine via POP3.
While this works without issues, it really takes a long time before new emails of this POP3 account actually become available in Outlook.com.
Is there a way to configure how often Outlook.com checks for new emails for configured POP3 accounts, force a manual send/receive or anything else to increase the speed to receive new emails?
When you’ve configured an external account as a Send-Receive Account in Outlook.com, it will only check for new emails once every 30 minutes.
Instead of letting Outlook.com collect your mail via POP3, configuring a forwarder via the web mail of your this mailbox is a whole lot quicker (near instant). For this you need to have at least 1 Outlook.com address associated with your account.
If you also want to send out with this external address via Outlook.com, you need to do some additional configuration to prevent duplicates.
Add an Outlook.com alias
When you use Outlook.com with your own address rather than with a native address (@outlook.com, Hotmail, Live, MSN, etc…) you first need to add an @outlook.com alias to your mailbox. When you use Outlook.com with a native address, creating an additional alias is optional.
To add an alias, click on your name in the top right corner in Outlook.com and select: Account Settings. Then choose “Account aliases” on the left and click on the “Add alias” link. This has to be an actual @outlook.com address or any other domain that is available from the dropdown list.
Configure the forwarder
Most providers these days offer you to forward incoming emails to another address. In that case, set it to forward it to your @outlook.com address.
If you are using a Gmail account, you can find it on the Forwarding and POP/IMAP settings page.
These type of forwarders won’t be adding FW: to your subject nor will they replace the original From address.
As emails are now both forwarded to you and collected by the Send-Receive Account configured Outlook.com, you’ll end up with duplicates in Outlook.com.
The obvious solution to this would be to configure the account as a Send-Only account instead, but sadly Outlook.com then doesn’t configuring an SMTP server for this address. The result would be that emails would be sent out marked with “on behalf of”.
This obviously something you do not want. For this, there are 2 solutions/workarounds:
- Move or delete the original email after forwarding
- Collect emails to a different folder in Outlook.com
Of course, if you only want to receive emails from this address and not send as this address, you can remove the Send-Receive Account from your Outlook.com configuration.
Move or delete the original email after forwarding
As forwarders are usually executed before any rules, creating a rule to delete or move the incoming emails in the web mail of the provider which hosts your POP3 account will prevent Outlook.com from being able to collect an additional copy.
This would be the easiest approach but might not be supported by all mail providers. However, some providers might even have the forwarding option to only deliver the email to the forwarding address and no longer to the mailbox itself. This of course would be even better.
Collect emails to a different folder in Outlook.com
If your provider doesn’t offer such move/delete options, you can configure Outlook.com to place the emails, which it collected via POP3, into another folder. This way, the duplicates will at least not interfere with your already received messages.
- Click on the gear icon in the top right corner and left from your name. From the menu that pops-up choose “More mail settings”.
- Under “Managing your account”, click on: Your email accounts
- In the “Accounts you’ve added” section, click on the “Details” for the POP3 account that you are collecting emails from.
- Click on “Edit” button in the box that popped up.
- Leave all the settings as they are and press “Save”. You now get to the screen where you can set the delivery location.
- Set it to a folder different from the Inbox.
For instance, to a new folder called “Duplicates”.
You can choose to periodically empty this folder to prevent your mailbox
to almost double in size.
Note: Actually receiving these emails in Outlook could still take some time. How long depends on your version of Outlook and/or your Automatic Send/Receive frequency. For more info see: Outlook.com/Hotmail messages take a long time to be received